Today we look at the anatomy of business letters and inter-office documents and learn how to properly write one.
Overview:
Have you gone back to the time when language was not yet invented? People used to convey their message with sign language, or by drawing caricatures. So you know how difficult it was for people to spread a simple message. But today we have a well-defined language to convey a single message to thousands of people. It has become a catastrophe in silence, in the culture and surviving in our sense of being. Having no language in those time can correspond with insufficient and inappropriate communication in an organization or in the business world.
If there is not any proper communication in the organization, then there would be no sales, no suggestions no work and no solidarity. So we at EnglishBix, have come to resolve all your office concerns and tackle the basics of Business Writing:
Let’s move ahead to know the
- Various Anatomy Of A Business Letter
- What are the different types of Business Letter: InterOFfice Documents
What Do You Mean By The Anatomy Of A Business Letter
If being in the corporate world, you wish to deliver a message effectively, then your channel or medium should be very solid and clear. Let’s see what are some of the parts of a Business Letter:
Having a Authentic Letterhead – Heading: In this, usually, we will display the name of the institution, the name of the author, corporate name and a complete business address.
1. A Business Dateline: It will indicate the day when the letter was written or issues and not when it was released.
2. Business Inside Address: The inside address will include the name, position, business name and the address of addressee should appear in this part.
3. Having a Complete Return Address: It is the address of the sender.
4. Never Forget Salutation: While working on the business letter add Mr. or Ms before the last name for a recipient’s name. It will show respect through your writing. Some of the salutations that you can use are LAdies, Gentlemen, Dear Sir, Dear Madam.
5. The Body OF the Letter: It is actually the content or the paragraph of the letter. It should be very brief and straight to the point. The length of your letter will depend on the purpose of the letter.
6. Must Add A Complimentary Close: In this part of the letter, the author should indicate the ending of the letter.
7. A Must – Signature Block: It will include the name and the position of the sender.
8. Having a good reference Initial: It can be used for any of the writer, dictator, encoder of the letter needs to be mentioned by using various acronyms, initials, and code.
9. Providing Courtesy Copies: Sometimes, there are secondary recipients of the letter, so you need to mention that as well.
10. The Need Of Enclosure Notion: It will remind the recipient if there are any other attachments with the letter or not.
11. Having A PoStscript Notation: As important details can be stresses here. MOstly used for getting the recipients attention. It is usually found on the sales or marketing letter.
12. Providing a Through Line: Now, this part of the business letter appears if the senders is actually a subordinate who is writing to a person with higher designation but not his immediate superior. It is also the protocol of communication and should pass through all the channels.
The Three Stages of a Business Letter
Now let’s move ahead to know how to write a proper business address. Be very sure that all the business letter have a fixed format and elements that we have already discussed. Writing a business letter can be broadly categorized into 3 phases:
1. The Beginning Of The Letter
- Always Know The Entire Format OF The Letter
- Choose the Right Kind of Paper before you start writing
- Include all the information about the company
- Include the date on which it was written for keeping a record.
- Add carefully the recipient’s information so that there is no ambiguity.
- Check out the proper salutation and begin the letter.
2. Properly Composing The Body
It is considered as the main part of the body.
- You must strike to the right note.
- Make use of Personal Pronoun.
- You must write Precisely and Clearly
- You Text Must Always Be In Active Voice
- Be Very Courteous In Your Tone
- If needed use additional Pages
3. Concluding Part
This is where we Close the Letter.
- Always choose your letter closing style.
- Make sure you sign the letter
- Add an enclosing note – Encl. or Enc.
Conclusion:
With this, we will always make sure that you improve yourself in writing great business letters. Stay tuned with EnglishBix to get more updates.