Embedded Files
Instruction: Copy all notes into your notebook and copy the format of the letters as well.
Business Correspondence allows communication to be possible within the organisation or outside the organisation.
Business Correspondence allows communication to be possible within the organisation or outside the organisation.
Communication is the process of transmitting information from one person or group to another.
An organisation relies on effective communication for its success. There is usually internal and external communication.
Communication is the process of transmitting information from one person or group to another.
An organisation relies on effective communication for its success. There is usually internal and external communication.
Various means of communicating includes:
Various means of communicating includes:
- business letter
- memorandum
- committee documents
- Business letter
features of a business letter
features of a business letter
A business letter:
conveys information from the writer to the intended reader
gives the reader the opportunity to re-read complicated materials as often as necessary
provides a permanent, written record of business correspondence
confirms oral communication
permits people to send and receive information when it is convenient for them
allows the writer time to think about and research a topic or situation before writing or responding.
guidelines when preparing a business letter
guidelines when preparing a business letter
letters should be neat and clean
they must be free of errors in grammar, spelling and punctuation
they should be typed on good-quality paper
A4 or letter-size paper should be used for long letters and A5 for short letters
parts of a business letter
parts of a business letter
Sender's address/Letterhead
Reference(s)
Date
Attention Line/Urgent/Personal/Confidential
Receiver's address/Inside name and address
Salutation (opening greeting)
Subject Heading
Body of letter (in which matters are discussed)
Complimentary Close
Signature block
Designation (job title or position )
Enclosures, Copy notation, Postscript
letter layouts/styles
letter layouts/styles
Business letters may be typed using one of the three layouts:
full-blocked
semi-blocked
indented
fully blocked letter format
fully blocked letter format
The Link below will allow you to see the format of the Fully blocked letter
https://docs.google.com/document/d/1hG2xgiR4xwRspMoKKofcPqtL3i20WPEsc04EaySntAI/edit?usp=sharing
ps: document may be unavailable as it was removed from my Drive
semi-blocked letter format
semi-blocked letter format
The Link below will allow you to see the format of the Semi-blocked letter
https://docs.google.com/document/d/18mum8Qn-olg6DyjI8eS92GRGEO-MrA12Ev7vvRZJMVQ/edit?usp=sharing
ps: document may be unavailable as it was removed from my Drive
indented letter format
indented letter format
The Link below will allow you to see the format of the Indented letter
https://docs.google.com/document/d/1QVk4GZrfOZSKpmhSuTSRi8MNxJq-b_dHWOvnQW-SbPs/edit?usp=sharing
ps: document may be unavailable as it was removed from my Drive
Practice Activity
Practice Activity
You are required to type the letter shown in the picture to look as similar as possible
You are required to type the letter shown in the picture to look as similar as possible
Note: Do not type the letter in all Italics (I)
Use size 12, Times New Roman.
Activity: Create a letterhead for the letter shown above.
Activity: Create a letterhead for the letter shown above.
Sample business letterhead
Sample business letterhead
2. circular letter
2. circular letter
Circular letters are correspondences with identical content that are sent to several recipients with the same interest.
Circular letters are correspondences with identical content that are sent to several recipients with the same interest.
guidelines when preparing a circular letter
guidelines when preparing a circular letter
When you are typing the date, you may:
• type the month and year (December 2015);
• type the date in full (April 06, 2015);
• type ‘date as postmarked’ – this means the date that is stamped on the letter.
Format of a Circular Letter
Format of a Circular Letter
3. letter with continuous sheets/multi-page letters
3. letter with continuous sheets/multi-page letters
Continuation sheets are the pages that follow the first page of a document. The information on the first page continues onto another page. The content of a business letter may be such that it requires more than one page. If a letter is a bit too long, it is better to use more pages than to squeeze it on one page.
guidelines when preparing a multi-pages letter
guidelines when preparing a multi-pages letter
• A letterhead is used only for the first page of the letter; plain paper should be used for subsequent pages.
• The last paragraph typed on the previous page should have no less than two lines. Ensure that the continuation sheet has at least two lines of text along with the complimentary close. If it is fairly short, the entire last paragraph could be moved to the following page.
• All except the first page should be numbered.
• The page number, current date and recipient’s name should be placed at the top of each continuation sheet.
The image above shows how the continuous sheets should be correctly labelled.
The sample above clearly shows how to prepare the continuation sheet in a multi-page letter. The sample above is a Two-paged Blocked Letter.
The sample above clearly shows how to prepare the continuation sheet in a multi-page letter. The sample above is a Two-paged Blocked Letter.
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