BUSINESS LETTER: ELEMENTS AND STRUCTURE (LAYOUT)

   ESSENTIALS OF A BUSINESS LETTER

PARTS OF A BUSINESS LETTER

ELEMENTS OF A BUSINESS LETTER

A letter is a written document that is used for various purposes in an organization hence it should be written with great care. We should understand the various parts (essentials/elements) and their importance in a letter. A letter must have the following parts-

1. Heading/ letterhead
2. Reference number
3. Date
4. Inside address
5. Subject
6. Salutation
7. Body
8. Complimentary close
9. Signature block
10. Enclosure 

1.      The Heading –

It is the first part of a letter which is written at the top center place. It consists of the name and address of a writer's company, telephone number, the telegraphic address, monogram of a company, slogan, and any other basic information. 

2.      Reference –

It is the second part of a formal business or government letter. it is aslo name as lidentity number of a letter. In a large organization where innumerable letters are sent out or received every day, it is essential to give a reference number to each and every letter so that reference can be located whenever need.

3.      Date –

In a business letter, the date is written on the right-hand side in the same line of reference number just below the heading. The business letter must contain the date on which it is written. We can write dates in either of the two ways-

i. British style – 25th September 2008

ii. American style – September 25, 20

     4. The Inside Address –

The inside address consists of the designation of the receiver and address of the receiver's company. The inside address is very useful for future reference.

5.      The Subject Line –

The subject line is generally placed between the inside address and the salutation. It should be bold and underlined. It helps the reader to get an idea about the content of the letter.

6.      The Salutation –

The salutation is the greeting by the writer for a reader. It is written before the body of the letter. The salutation should be typed one or two spaces below the inside address. The form of salutation depends upon the personal/professional relations between the writer and the addressee. Example-

i. Dear Sir/ma’am - (most Common)

ii. Dear Sir/Ma’am - (Firms & Companies)

iii. Respected Sir/Ma’am – (senoirs)

iv. My Dear – (Intimate Friend)

v. Sir/Ma’am - (Formal Greeting)

7.      The Body of letter-

The body is the most important part of the letter. Usually, the body of the letter is divided into three paragraphs/parts. The length of the paragraph and the number of the paragraphs may vary depending upon the purpose of the letter. 

                           i.          The Opening Paragraph -

The opening paragraph is very short. It contains references as well as a statement of the problem (why the letter has been written?). The main object of the opening paragraph is to get the favorable attention of the reader.

                          ii.          The Middle part –

In this part, the main subject is discussed in detail. Depending upon the subject matter tthe middle part may have one or more paragraphs. The main paragraph should be attractive, brief, simple, to the point, and courteous. While writing the main part, emember the seven 'Cs' of communication (clarity, completeness, correctness, conciseness, courtesy, concreteness, and consideration).

                         iii.        The Closing Paragraph –

In this paragraph, the letter is concluded. It may consist of the desire of an action seeking by the writer and the thank note.

8.      The Complimentary Close –

The complimentary close is a kind of courteous leave-taking or farewell in a business letter. It is written after the body of the letter is completed.

Ex:-

i. Salutation Complimentary close

ii. Respected Sir Respectfully Yours,

iii. Dear Sir / Madam Your faithfully,

iv. Dear Gentleman Truly Yours

v. Dear Shri Sincerely Yours,

vi. My Dear Truly Yours,

9.      The Signature block –

The signature comes below the complimentary close. It should be written by hand and should be legible. It contains three things-

i. signature,

ii. name of sender in capital

iii. designation (post) of the sender.

10.      Enclosure –

Enclosure is that part of letter that has the description of any attachemnt of any document along with the letter. in the letter is called enclosure. the enclosed document may be a receipt, cheque, document, price list, etc. It is mentioned just below the signature block, the writer should mention the number and title of the attached documents.

     11.  Cc -

         Cc is an abbreviation for carbon copy. It is written before the name of someone who will receive a            copy. 

    12. Post Script-

      Post Script is an extra message added at the end of a letter.

    13. Superscription-

     A superscript is written on the envelope. Superscript includes the name and address of the receiver.         This superscript helps the deliveryman to deliver the letter at the right place. 

STRUCTURE/LAYOUT OF BUSINESS LETTER:

A business letter should have a layout that impresses the reader. It is said that the first impression is the last impression. It may be said that appearances are deceptive but in daily affairs. Everyone is attracted by a good, presentable appearance. The impression created by the personality is undoubtedly important in a world, where there is a competition.

We know that a business letter  represents a firm/organization just like a salesman. If poorly dressed, having unshaven, shabbily combed, unpolished shoes & having no idea of etiquettes, the salesperson will create a poor impression about the firm. Same way, a unpleasant appearance of a letter fails to put an impression on reader. So letter should pay attention on its layout.

Every business organization can choose their own layout, but the differences in a layout are not as many as their similarities. The following is a very common layout of a business letter in block format. nowadays, block format is in trend in the business sector.

 

  

B.Sc-CS (English Language and Professional Communication II Sem 2021-22)

 CCS University

B.Sc- Computer science

Second Semester (2021-22)

English Language and Professional Communication

UNIT I:

1.      Principle and features of Business correspondence 

a.      Letter Writing Skills

b.      Letter Writing Process

c.      Form/types of letters

d.      Structure

e.      Business Letter Format,

f.       Tone of a Business Letter

2.      Resumes and Job Applications

a.      Bio-Data Making

b.      Resumes making

c.      Job Applications.

UNIT II:

1.      Business Letters

a.      Sales Letters

b.      Letters of Enquiry

c.      Quotation Letters

d.      Order Letters

e.      Claim Letters

f.      Complaint Letters 

g.      Adjustment Letters

UNIT III: Acquaintance with the stories of great Writers of World

1.      O. Henry                        The Gift of the Magi

2.      R.N. Tagore                   The Renunciation

3.      Ruskin Bond                  The Eyes are not here

4.      Ernest Hemingway      The Capital of the World

UNIT IV: Dimensions of Spoken English

1.      Phonetics

2.      Stress

a.      Primary stress

b.      Secondary stress

3.      Phonemes

4.      Allophones

5.      Phonetic Transcription

6.      Intonation

7.      Rhythm.

UNIT V Listening 

1.      Listening process

2.      Hearing and Listening

3.      listening with a purpose

4.      Barriers to listening

5.      Listening comprehension

6.      Effective Listening Strategies  

7.      Comprehension of speech

8.      Reproduction of response

9.      Technique of taking notes

BALLB-IV SEM (GENERAL ENGLISH)

  

CCS University

BALLB

Fourth Semester (2021-22)

General English-IV (Paper Code: BL-4001)

 

1.      Study of Literary Text- The Merchant of Venice: Shakespeare

a.      One Passage for Explanation with reference to the context only from the IV AND V act.

b.      One textual question with internal choice.

2.       Synonyms

3.      Antonyms

4.      Confused Words

a.      Paronyms

b.      Homonyms

c.      HomoPhones

5.      Paragraph Writing: Writing Paragraph of 150 to 200 words on a topic.

6.      The ways of Words (use of the same words as parts of speech)

7.      Formation of words by using affixes

a.      noun to verb

b.      adjective to verb

8.      Phrasal Verbs

9.      One-word substitution

10.   Précis writing

BAJMC- MODAL QUESTION PAPER-1

 

BAJMC

SEMESTER: II

SUBJECT: General English

Modal Question paper

 

Section A-Very short answers

Note: Each question carries 3 marks.

1.     Define noun with at least two examples.

2.     Select correct article-

a.     I have met ………. (a/an) MLA in a party.

b.     ……………. (a/an/the) sun rises in the east.

c.      I want to become …………(an/a/the) engineer.

3.     Correct the following sentences-

a.     I entered in a girl’s Hostel.

b.     I with my cousins were standing there.

c.      We must do our work by myself.

4.     Fill correct preposition-

a.     Water is flow …………….. (below/under) the danger pint.

b.     A cat jumped …………….(into/in) the well.

c.      I reached office …………………. (in/on/at) time.

5.     Choose correct form of verb

a.     Yesterday, I ………………… (meet/met/meeting) my friend.

b.     Usually, students …………………. (do/does/did) not like extra classes.

c.      The shopkeeper will ………………. (going/go/gone) market to purchase items.

Section-B (Short answer types questions)

Note: attempt any two. Each question carries 71/2 marks

6.     Write an application to the agency dealer of your town alarming him for his malpractices and its consequences.

7.     Write a paragraph on any of the following

a.     Impact of covid-19 on education pattern.

b.     Role of media in creating awareness about social responsibilities

8.      Define simple, complex and compound sentence with three examples of each.

Section C (Long answer type question)

Note: attempt Only three. Each question carries 15 marks.

9.     Read the following passage

The giraffe is the tallest of all living land animals. A male can go up to 18 feet and a female up to 15 feet. Such height enables them to escape the competition for ground level grass that exists among other leaf-eaters. It also gives him a long range of vision. He takes the warning of the approaching enemy early.

Giraffes eat a variety of leaves, but acacia leaves are their favourite diet. In spring when many trees are not in leaf, they spend 80 percent of the day eating. In summer, when trees are in full leaf, they need only 15 per cent. The rest of the time is spent in resting and quarreling. A giraffe’s long neck is made up like that of man and most other mammals, of only seven vertebrae. The bones are attached to one another with ball and socket joints. These make the neck flexible. It can run at 50 km per hour.

Rising from a lying position is a problem for such a large animal. So, it usually keeps standing even while it sleeps.

To reach water with such a long neck and legs, a giraffe spreads its front legs wide apart. Then it lowers its neck to drink. This awkward position makes it easy for the lion to attack it.

 

A: Write a precise of the above passage.

B: On the basis of your reading of the above passage fill in the blanks with suitable words:

A giraffe is the (a)_______________ of all land animals. The height of a (b)___________ giraffe can go up to 18 feet. The (c)________________ of a female giraffe can be up to 15 feet. With this height it doesn’t have to (d)____________________________________ with other animals for leaves. This enables it to see its (e) _______________from a long distance. It, however, creates problem in reaching (f) _____________ in tanks.

10.  Write a job application and resume for the post of Assistant Editor in a daily Newspaper. Also write the importance of references in resume.

11.  Look at the picture below and write a composition about it-

12.  Look at the hints and compose a story

Old peasant all his sons lazy………….. peasant dying ……………..called all his sons ……..told them of a treasure………. hidden in the fields………… to find it they must dig for it ………..then died………… sons dug every bit of the land no treasure showed the …….corn a very fine crop………. sons learnt the lesson……….. what?

13.  Write an essay on any of the following-

a.     Internet: A good assistant but a bad master

b.     Indian Festivals: integral part of culture

c.      Unemployment: cause of many evils

Skill development Modal paper-2 (ENGLISH)

 Subject: Skill Development/Vocational Course

(Presentation and communication skill)

1.         What is the first line of your introduction?

a.         I am here to introduce me.

b.         Myself Amit Kumar.

c.         My name is Amit Kumar.

d.         None of the above.

2.         Why do you give introduction?

a.         To improve your knowledge

b.         To show your importance.

c.         To give a brief account about yourself to others.

d.         None of the above.

3.         Tick the correct sentence-

a.         My father name is Shri Ram Sahu.

b.         My father’s name is Ram Sahu.

c.         My father is Ram Sahu.

d.         My father’s name is Shri Ram Sahu.

4.         Tick the correct sentence-

a.         My mother name is Vinita.

b.         My mother’s name is Mrs Vinita.

c.         My mother is Vinita.

d.         All the above.

5.         Tick the correct sentence-

a.         My hobby are reading fiction.

b.         My hobbies is reading fiction.

c.         I like reading Science fiction.

d.         I Loves reading Science fictions.

6.         Tick the correct sentence-

a.         I passed class 12 in 83% marks.

b.         I passed class12 with 83% marks.

c.         I passed class 12^th with 83% marks.

d.         None of the above.

7.         My hobby is …………….novel

a.         Read

b.         Reading

c.         Write

d.         Wrote

8.         Tick the correct sentence

a.         My aim is doctor line.

b.         My aim is doctor.

c.         I want to a doctor.

d.         I want to join medical field.

9.         Choose the correct sentence-

a.         My school is from UP Board

b.         My school is UP Board.

c.         My school is affiliated to UP Board.

d.         My school in UP Board

10.      Tick the correct salutation during introduction-

a.         Hello                      c.    Good Morning

b.         Hi                          d. All are correct.

11.      Reading is an ……… mode.

a.         Input                      b.     Output

12.      Listening is an ……… mode.

a.         Input                      b.     Output

13.      Which of the following is an output mode in language learning?

a.         Listening               c.      Writing

b.         Reading                d.      None of the above

14.      Which letter in silent in ‘Could’

a.         c                          c.   o

b.         l                            d.   d

15.      Which letter in silent in Island-

a.         s                       c.   l

b.         n                      d.   a

16.      Which letter in silent in Plumber-

a.         p                       c.   m

b.         u                       d.    b

17.      Which letter in silent in Tsunami-

a.         s                       c.    m

b.         n                      d.     t

18.      Which letter in silent in Pneumonia-

a.         p                      c.     a

b.         m                     d.     n

19.      How should we greet to a new person?

a.         Hey! How come?

b.         How you doing?

c.         Hello, how do you do?

d.         Hello! Who are you?

20.      What is important in communication?

a.         Language         c.   encoding

b.         Decoding         d.   All the above

21.      You have a new classmate. How would you introduce yourself to him/her?

a.         let me talk to you.

b.         Let me introduce myself.

c.         Allow me to talk to you.

d.         You can call me Raghu.

22.      How would you ask your new classmate about his name?

a.         May I know your name please?

b.         Tell me your name.

c.         Who are you?

d.         What is your name?

23.      You meet your new friend and wondering about her address. How would you ask?

a.         What is your home?

b.         How do you go to your home?

c.         What is your home address?

d.         Where do you live?

24.      'Persuasion' means

a.         Speaking about self

b.         Conversation between two people

c.         Speaking on stage

d.         the act of convincing

25.      'Argument' means

a.         an angry discussion between two or more people

b.         Conversation between two people

c.         Speaking on stage

d.         the act of convincing

26.      'Narration' means

a.         the telling of a story or of happenings.

b.         Conversation between two people

c.         Speaking on stage

d.         the act of convincing 

27.      'Exposition' means

a.         Description and explanation of an idea or theory.

b.         Speaking about self

c.         Conversation between two people

d.         Speaking on stage

28.      'Description' means

a.         Speaking about self

b.         Conversation between two people

c.         Speaking on stage

d.         a written or spoken statement about something

29.      Which is not required for communication

a.         Sender                c.      Receiver

b.         Pre-Test            d.      feedback

30.      What is informal communication?

a.         Communication with boss.

b.         Communication with relatives.

c.         Communication in a meeting.

d.         None of the above.

31.      Which is not a feature of formal communication

a.         Specific audience

b.         Specific purpose

c.         Specific mood

d.         Specific subject

32.      Date in a letter should be written at

a.         Top center                   c. Bottom center

b.         Top Left corner         d. Top Right corner

33.      Which of the following is salutation?

a.         Regards           c.      Thanking you

b.         Dear Sir         d.      None of the above

34.      Which application will you write to get some certificates from your previous school to take admission in a college in graduation?

a.         Job application

b.         Request for certificates

c.         Transfer Application

d.         Sick leave application

35.      Which is not a form of oral communication?

a.         Application                 b. Presentation

b.         Telephonic interview   d. Welcome address

36.      What is presentation

a.         Written communication

b.         Oral communication

c.         Both a and b

d.         None

37.      To apply for a job, we attached ….with resume-

a.         Sale letter

b.         Quotation letter

c.         Purchase letter

d.         Job application letter

38.      Tick the correct

a.         Job application should be written on both the side of the paper.

b.         We should always use black pen for writing job application.

c.         Job application should be written in correct format.

d.         Subject line is not important in job application.

39.       What do you mean by 'comprehension'?

a.         Speaking on stage

b.         the ability to understand something

c.         Communication with relatives.

d.         a statement about something

 40.         Which of the following is written communication?

a.         Telephonic talks          c.      Letter

b.         Telecast                       d.     All the above