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Addressing a Letter

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WHAT IS A LETTER?

A letter is a means of capturing a person’s thoughts with the help of a language and a specially created system of symbols (written signs, scripts) that allows to fix speech in time and transfer it to a distance.

WHAT TYPES OF LETTER ARE THERE?

There are most generally two types of the letter- normal letters and business letters. Normal letters are sent to people for emotional reasons, business letters, on the other hand, are sent for business purposes. Today we most primarily will talk about the business letters.

Addressing a Letter
Addressing a Letter

So, what is a business letter?

A business letter is an integral part of business documentation, one of its subspecies. This is a short document that performs several functions and deals with one or more interrelated issues. A business letter, being a tool for creating an image and interaction with partners, is used to communicate with external structures, as well as within the organization, to transfer information between individuals and legal entities at a distance.

TYPES OF BUSINESS LETTERS

  • RECLAMATION LETTERS

A claim against the party to the transaction that has violated the obligations assumed under the contract, and a claim for damages.

 

  • INFORMATIONAL LETTERS

Involves informing about some events or facts that are of interest or may interest the addressee;

Addressing a Letter
Addressing a Letter
  • OFFER LETTER

A statement of the person about the desire to conclude a transaction specifying the specific conditions of the transaction;

 

  • A REQUEST LETTER

The request of one party to another about the desire to conclude a transaction, usually without specifying the terms of the transaction or clarifying some issue when making a transaction;

 

  • COVER LETTER

Compiled to inform the addressee of the direction of any accompanying documents, material values, etc.

 

  • NON-COMMERCIAL LETTERS

They are used in solving various organizational, legal issues, economic relations.

 

  • GREETING LETTER

Contains congratulations on some occasion;

Addressing a Letter
Addressing a Letter
  • A THANK YOU LETTER

Contains an expression of gratitude on some occasion;

 

  • INFORMATIONAL LETTER

Involves informing about some events or facts that are of interest or may interest the addressee;

 

  • A LETTER- REMINDER

Contains a reminder of the implementation of agreements, commitments and measures to be taken if they are not implemented;

 

  • A CONFİRMATİON LETTER

Contains a confirmation of receipt of any product, agreement with something, some fact, etc. .;

Addressing a Letter
Addressing a Letter

HOW TO ADRESS A BUSINESS LETTER?

An appeal in a business letter is an important condition for establishing and maintaining confidential relations between partners. How to observe the fine line between familiarity and fawning when addressing a letter?

If you do not know at what time your message will be read, write simply, without embarrassment: “Hello” and “Good afternoon.”  After a standard greeting, you should add an address to the addressee. There may be several options, the choice of which depends on the proximity of your relationship, the purpose of the letter and the information about the addressee that you have. Consider them all.

If you know the name of the person you are writing to, then it is preferable to use it. There are a number of rules that must be observed. Even if you are in a very confidential relationship with a business partner, the use of a truncated form of the name is strictly prohibited. You cannot write “Good day, Josh” or “Hello, Ansy”.  Use the name with a surname and patronymic.

Addressing a Letter
Addressing a Letter

The most important part of the letter-appeal is the final part. Receiving a positive response to your proposal, establishing and maintaining trust relationships depend not only on literate treatment, but also on a competent final.

In the final part, we should outline the prospects for cooperation, business relations, project implementation, and positive solution of the issue. In this part, it is appropriate to express hope, approval, appreciation, confidence. It is not necessary at the end of the letter to recall the past negative points, if any. For example, you did not receive an answer in time or did not receive it at all. A reminder of this can cause a negative reaction or be regarded as a sign of disrespect. Any business letter ends with a signature. Be sure to indicate your position, first name and last name. Before this, you can insert a standard etiquette formula, like sincerely.

We hope you have enjoyed the article and now, know the main tips of addressing a letter.

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