Layout of a business letter

There are several types of business letters. They include letters of introduction, applications, order letters, letters of complaint, letters of compliment and telegrams. A good business letter should be accurate and be written in good English. It must be brief and courteous. The correct postage must be paid by the use of stamps. For extra safety a letter may be dispatched by registered post.

The correspondents of two companies may know each other only through letters. The impressions of these counterparts will be based on the letters they receive. Letters ought to be courteous and well written at all times.

Letters help in the search for new business. Like a successful salesman, a letter must look attractive. Its contents should be neat and well arranged. Good quality paper should be used for the letterhead and envelope.

It is courteous to answer letters promptly. For speedy dispatch letters and parcels may be sent by air. Some offices send messages by telex. Telegrams and telex messages have to be short and to the point. However it may be difficult to understand them if they are devoid of details. Therefore they should be carefully worded and then transmitted.

Vocabulary

Part II

inside address the name and address of the person to whom a letter is sent.

complaint a statement that one is dissatisfied.

reference the file member of a document.

salutation the words with which you greet the person you are writing to,

e.g. Dear Sir.

complimentary ending words with which you end a letter, e.g. Yours sincerely.

enclosure the documents attached to a letter.

letter of introduction a letter introducing a representative of a company to

offices and shops.

circular letter a letter giving information to branch offices, shops etc

letter of application a letter applying for a job.

order letter a letter ordering goods.

a letter of complaint a letter stating that the goods supplied are in poor

condition.

letter of compliment a letter from a customer who is pleased with his

purchases.

accurate exact.

brief short.

courteous polite in manners.

postage charge for carriage by post.

registered post postal service for letters whereby proof of delivery can be

obtained.

to arrange to place in proper order.

letterhead a printed sheet bearing at its top the name and address of a company.

telex a system for sending printed messages by using a teleprinter.

Explanations