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THE LAYOUT OF A BUSINESS LETTER

• The component part of a letter
• The letterhead
• The use of references
• The date
• The inside name and address
• The salutation
• The subject heading
• The opening| paragraph
• The body of the letter
• The closing paragraph
• The complimentary close
• The signature block
• Enclosures find copies

THE CONTENTS OP A BUSINESS LETTER

• Beginning a letter
  • Without reference to previous correspondence
  • In reply to a letter received
  • Referring to previous correspondence

THE BODY OF A LETTER (Beginning of sentences and paragraphs)

• Informing
• Requesting
• Regretting
• Confirmation
• Reminder
• Miscellaneous

ENDING A LETTER

• Asking for a reply
• Promising a  reply
• Requests
• Expressing thanks, hope, promise, regret

THE PERSONAL TOUCH

• Thanks
• Greetings
• Wishes and congratulations
• Condolence

SHORT ROUTINE COMMUNICATIONS

• Confirmation
• Reminder
• Apology
• Requests

• Offers
• Orders
• Rejecting an offer

BUSINESS TRANSACTIONS

ENQUIRIES

• First enquiry
• Requests
• Terms

OFFERS

• Opening lines
• Delivery
• Terms
• Concluding lines

ORDERS

• Delivery
• Payment
• Insurance

CONFIRMATION AND EXECUTION OF ORDERS

• Acknowledgement
• Invoice
• Insurance

CONDITIONS AND MODIFICATIONS OF ORDERS

• Enquiries
• Conditions
• Offering alternatives

DELAYS IN DELIVERY

• Reminders
• Apologies and explanations

NON-FULFILLMENT AND CANCELLATION OF ORDERS

• Inability to fulfill an order

CANCELLATION OF ORDERS

COMPLAINTS

• Reference
• Nature of the complaint
• Action to be taken

APOLOGIES, EXPLANATIONS, ADJUSTMENTS

• Apology
• Explanation
• Adjustments

QUERIES AND ADJUSTMENT OF CHARGES

• Queries
• Adjustments

SETTLEMENT OF ACCOUNTS

• Request for payment
• Remittance
• Acknowledgement

OVERDUE ACCOUNTS

• First reminder
• Second reminder
• Third reminder
• Final reminder

REQUESTS FOR TIME TO PAY

• Inability to pay
• Promise to pay
• Replies

MONEY AND LEGAL MATTERS

ACCOUNTS

• Opening of account
• Entries
• Statements
• Queries

BANKING

• Cheques
• Transfer
• Drafts
• Documents against cash

INVESTMENTS

• Asking advice
• Giving advice
• Instructions

LETTERS OF CREDIT

• Opening of an irrevocable letter of credit
• Ordinary letter of credit
• Circular letter of credit

AGREEMENTS

• Covering letter
• Agency agreement
• Collection of royalties

BUSINESS RELATIONS

TRAVEL

• Enquiries
• Reservation

ACCOMMODATION

• Enquiries
• Bookings

LETTERS OF INTRODUCTION

• Introduction
• Purpose of visit
• Request for assistance

NEGOTIATIONS

• Information
• Opinion
• Suggestions
• Agreement and disagreement

REQUEST FOR INFORMATION

• On the state of the market
• On goods available
• On prices obtainable

AGENT’S REPORTS

• General market situation
• Specific information
• Recommendations

THE MARKET

• General position
• Supply
• Demand
• Prices
• Trends

GOVERNMENT CONTROL AND REGULATIONS

• Licenses
• Restrictions
• Payments

BUSINESS REFERENCES

• Enquiry
• Reply

VARIOUS ENQUIRIES AND APPLICATIONS

• Enquiries about study facilities - Applications

CURRICULUM VITAE

Examples of letters

• Requests for information
• Acknowledging an enquiry
• Letters of introduction
• Sales letters
  • Covering letter with literature and samples
  • Placing Orders
• Confirmation of delivery
• Packing and transport
• Letter requesting a settlement of account
• Complaints
• Letter of apology for delay
• Apologies and replies to complaints

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