Business letters serve as a formal method of communication between people and are therefore important. Business letters are also used as reference material to future transactions between organizations and individuals. The tone of the Business or Official letter is formal, businesslike and polite. Valuable information on business-related topics are provided, such as purchase transactions and they serve a legal purpose.
Furthermore, business letters promote and sustain goodwill. Good business relationships are formed and maintained through effective communication. Properly written letters give a positive impression of a company or individual. Every business needs constant marketing and promotion of its products or services, and one of the ways this is done is by sending letters to customers and clients. These letters serve as a micro-level substitute for advertisements.
Retailers and agents also distribute new information to clients through formal letters. Through this communication tool, existing contracts are reinforced, and new ones are forged. Letters enhance an organization’s image and reputation and maintain ethical business values
Incoming and outgoing letters also serve as references to future actions, and they provide substantial evidence to transactions and disputes. They have legal validity. Problems, such as customer service issues, are solved through proper communication between the involved parties.
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Features of the Business Letter
- Everything except the sender's address is written against the left-hand margin in a block format.
- The sender's address and the date (in full) are written on the top middle right-hand side of the page.
- Write the title and the name and address of the recipient against the left margin.
- No punctuation is used for these addresses.
- If you are not sure of the exact identity of the person to whom you are writing, use Sir or Madam.
- The word Dear is omitted when writing to the Press.
We simply say, 'Sir' or 'Madam'. - An underlined subject heading is written under the salutation.
This heading encapsulates your purpose and is designed to aid the recipient of the letter.
- The introductory paragraph expands further on the subject heading.
- Each paragraph deals with a different aspect of the matter at hand.
- Remember to leave a line between each paragraph.
- Yours faithfully is the most commonly used end.
- Sign your name and then print your name and title beneath it.
Source:
EBH Joubert. English Grammar
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