Chapter 15 BUSINNESS LETTERS & RESUME

Definition: “A business letter is a formal written document through which companies try to correspond with the customers/suppliers/bankers/shareholders and others.”

It is also called Snail-mail.

IMPORTANCE

  • Help organizations in strengthening their rapport with customers/ et al
  • Can be filed for future reference
  • Help in conveying confidential/complex info
  • Help companies to reach organizations/ clients in distant places
  • Help companies to know the problems in their products & eventually lead to the smooth functioning of the organization

ELEMENTS OF A BUSINESS LETTER

  • Letterhead/Sender’s address
  • Date = the date on which the letter is written
  • Inside address = the address to which the letter is sent
  • Salutation = greeting, always formal
  • The body = the text; never handwritten
  • The complimentary close = the short, polite closing which ends with a comma
  • Name and signature 
  • Enclosures

FULL BLOCK LAYOUT

  • the most popular layout
  • All elements are aligned in the left margin.
  1. Sender’s Address – Give your complete address here. Include your e-mail ID and contact number also.
  2. Date line — 15 June 2018.
  3. Inside Address — title and full name of the recipient; position/job title of the recipient; name of the company/organization; address.
  4. Salutation — Dear Sir/Mr Ghosh/Dr Ajay
  5. Subject — title of the subject of the letter
  6. Body Paragraph 1
  7. Body Paragraph 2
  8. Body Paragraph 3 (not to exceed 3 paras)
  9. Complimentary close — Regards/Warm regards/With warm regards/Yours faithfully, sincerely 
  10. Signature of the sender
  11. Name & Designation of the sender
  12. Enclosures — copy of resume; copy of certificate; copy of experience certificate. 

FORMAT OF A BUSINESS LETTER

1. Sender’s Address

Rajkumar Patil

Raj Bhavan

TC 56/855

Civil Lines

Chennai

1.1 Letterhead with the name, address and context details of the company

Sunshine Enterprises

18, New Kotak Road,

Chennai – 180 002

Telephone: 044 5433081         Fax: 0191-554043                  E-Mail: sushent@gmail.com

2. Date line

15 June 2014 / 15 June, 2014 / June 15, 2014

3. Reference line

Your ref: RK / 15

Our ref: SS / 20

4. Addressee’s Address/Inside Address

Mr R K Menon

RK Enterprises

Chembukauv

Thrissur

5. Salutation / Official greeting

Name/Position of the addressee                   Salutation

Rajesh Menon                                                 Dear Mr Menon

Raji Menon                                                     Dear Ms Menon/Dear Ms Raji Menon

Sales Manager(gender not known)                 Dear Sir/Madam

Professor Rajesh Menon                                 Dear Prof Menon

6. Subject line

            Sub: Purchase of Computer Accessories.

            Sub: Request for leave.

7. Body of the letter

8. Complimentary Close

            Yours faithfully/sincerely

9. Name and Signature

FORMAT OF A PERSONAL LETTER

LETTERS TO NEWSPAPERS

  • Should always be addressed to ‘’The Editor,’’ and they end with ‘’Yours faithfully.’’
  • The form of salutation — Sir/Dear Sir.
  • If the writer gives his address for publication it is often placed below the letter and to the left of the signature.
  • If the writer does not wish his name to be published, he can sign his letter in this way: ‘Interested,’; Anxious,’ ‘One who knows.’ But he must give his name and address in a covering letter to the Editor.

TYPES OF BUSINESS LETTERS

  • Business letters are written for various purposes — informing, congratulating, ordering, requesting, enquiring, complaining, making an adjustment, applying for a job & selling a product.
  • Acknowledgement Letter
    • written to acknowledge someone for his/her help/support when you were in trouble or you needed that person’s help to complete a task
    • expresses your gratitude
  • Letter of Recommendation
    • Written to recommend a person for a job or admission to a higher degree/specialized kind of study programme
    • Simply states the positive aspects of the applicant’s personality, required skills & how he/she would be an asset to the organization
  • Appreciation Letter
    • Written to appreciate someone’s work in the organization or thanking another organization for doing business with them
    • Written by a superior to his/her junior
    • Helps in strengthening the bond b/w two individuals/organizations
  • Adjustment Letter
    • A letter that deals with a complaint & claim letter
    • Acknowledge the complaint immediately
    • Handle the complaint with sympathy
    • Gracefully admit your fault, express regret & promise to rectify the error
    • If the complaint is baseless/the claimant seeks an unreasonable adjustment, politely point out where the fault lies & suggest alternatives
    • Don’t blame others to save your skin
    • Thank the customer for bringing the matter to your notice
  • Inquiry Letter
    • Written to enquire about a product/service
    • Is concise, complete & brief
    • State clearly & precisely what info you need – a catalogue/price lists/general info etc
    • Ask about the time period likely to be taken to facilitate the order
    • Seek clarification regarding the discount offer/mode of payment/credit facility
    • Should be brief & to the point
  • Sales Letter
    • Written to advertise & to promote a product
    • The most interesting in its approach & appeal

OBJECTIVES

  • Catch the reader’s attention by beginning with a captivating quotation/an anecdote
  • Create a desire in the reader to buy the product by highlighting its outstanding features
  • Carry conviction = convince the reader of the authenticity of your claim
  • Induce action = persuade the reader to take action> ask for a demonstration/send an order

RESUME

  • A resume is attached to letters of application for a job
  • A resume is a structured summary of a person’s educational qualification, work experience & employment
  • It is a document to market yourself
  • So in order to attract the employer’s attention it is essential to prepare a carefully worded & neatly arranged resume, highlighting your strengths & favourable aspects

TYPES OF RESUME

  1. Chronological Resume — all the details of your work history are listed in chronological order
    • A reverse chronological order is in vogue now
  2. Functional/Skills Resume – focuses on your skills, abilities & experience & emphasizes individual areas of accomplishment
    • Used when there are gaps in your employment history as you keep changing your career
  3. Hybrid Resume – a combination of both the chronological & the functional resume
    • Skills & experience history are listed first & then work/employment history

Based on the kind of channel used 2 types

  1. Paper-copy/Traditional print resumes = hard copy resume that small companies want
  2. Electronic/resumes that can be scanned

FEATURES OF A SELLING RESUME

  • A catchy appearance & contents
  • Well-organized, properly written, & has an apt layout
  • Error-free
  • Highlights your abilities, skills & experience

CONTENTS OF A RESUME

  • Personal info/Identification
  • Name, address, phone, Email ID
  • Career objective based on your skills & professional aspirations
  • Education
  • Work experience – always give in reverse chronological order
  • Activities/achievements/special interests
  • Awards & honours –academic/non-academic professional
  • References – from the university/earlier organization/from renowned persons
  • A good resume is always accompanied by a well-drafted cover letter = the letter that accompanies the Curriculum Vitae (CV) or resume
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