It is essential to write a business letter to maintain contacts with the external world including other businessmen, customers and government departments. It serves as a record for future reference. It leaves more durable impression on the receiver's mind than an oral message. It is used as a legal document. It is used to build goodwill.
FUNCTIONS OF BUSINESS LETTER :
- To provide a convenient and inexpensive means of communication without personal
contact.
- To seek or give information.
- To furnish evidence of transactions entered into.
- To provide a record for future reference.
- Record and reference Making a lasting impression.
- Widening the approach An authoritative proof. Building goodwill.
TYPES OF LETTERS :
Four common types of business correspondence
1. Inquiry letters
Inquiry letters ask for information about a product, service, publication, or procedure Be sure to supply appropriate, or exact descriptions of what you are inquiring for. Rules for effective inquiry letters: states information writer wants indicates clearly why the writer must have the information keeps questions short and to the point specifics when the writer must have the information thanks the reader
2. Special request letters
Make sure you address your letter to the right person State who you are and why you are writing Indicate clearly your reason for requesting the information Make your questions easy to answer and separate them clearly. Specify exactly when you need the information and allow sufficient time
SPECIAL REQUEST LETTERS Offer to forward a copy of your report, paper, or survey in gratitude for the help you were given If you want to reprint or publish the materials you asked for, indicate that you will secure whatever permissions are necessary Assure confidential, if that is appropriate End by thanking the reader for helping
3. Sales letters
SALES LETTERS:SOME PRELIMINARY GUIDELINES Identify and limit your audience Use reader psychology Don't boast or bore Use words that appeal to the readers’ Senses. Be ethical
4. Customer relations letters: – Follow-up – Complaint – Adjustment – Collection
THE IMPORTANCE OF LETTERS :
Letters represent your company’s public image and your competence Letters are more personal than a report, yet more formal than memos or e-mail Letters are more permanent than e-mail Letters constitute an official legal record of an agreement Letters follow up on telephone calls and other types of oral communications Letters provide a wide range of corporate information Letters can support action Letters sell Letters are efficient for targeted mass mailings
PARTS OF A LETTER :
1. Heading
2. Date
3. Inside address
4. Salutation
5. Body
6. Complimentary closing
7. Signature
8. Typed name
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