Business Communication

Le tte r
P e rs on al
N on-p erso na l
Non -perso nal/Bu siness Letter
E n qu iries 
& rep lies
C ircu la r 
le tte rs
B a nk 
corre spo nden ce
Th e 
corre spo nd en ce o f 
a co m pa ny 
secre tary
A p plicatio n 
le tte rs
L etters to 
th e pre ss
O rd er &
th eir 
e xe cu tion
S a le s 
le tte rs
In su ra nce 
corre spo nden ce 
C o rresp onde nce
w ith S ta te &
C e ntral G ovt.
In te rview le tte r
C re dit 
& sta tu s 
e nq uirie s
C o m p la in t &
a djustm ent
Im p ort-e xp ort
corre spo nden ce
A g en cy 
corre spo nden ce 
R e fere nces 
A p po in tm en t le tte r
C o nfirm atio n &
p rom o tio n le tte r
R e tre nchm e nt &
re sign atio n lette r
Fig 7.1:
Types of Business Letter

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■ ■ ■
■ ■ ■
■ ■ ■
■ ■ ■
■ ■ ■
Business Letters and Report Writing / 67
Busin ess Letter
O fficial le tte rs
D e m i-official le tters
In te rna l or
m e m o s
Fo rm letter
Fig. 7.2:
Types of Business Letter
Note: All the classification is purely a matter of convenience.
Following are generally used in the organization as on broad aspect:
1.
Official letters are written to government or semi-government bodies.
2.
Demi-official letters (D.O.) are official in purpose but are addressed to a person by name.
D.O. letters may be written if the matter requires personal attention of the addresses, the
matter is of confidential nature, or the matter is urgent and requires immediate disposal.
3.
Internal letters or memos are used both in government offices and business houses for
internal communication.
4.
Form letters are used for correspondence of recurring or routine nature. They are used in
case of acknowledgements, reminders, interviews, notice, appointment, etc. relevant details
filled in this letter.
Dear Sir,
With summer approaching, you must be thinking of how to keep your office cool, so that you
and your colleagues can continue to work efficiently. To meet your needs, we have produced
AC of different capacities. The detailed specifications are given in the enclosed pamphlet. We
shall give a guarantee for one year against all manufacturing defects and repair, or replace
any part.
At the end of the pamphlet you will find a card. Please fill it and mail it and we shall send our
technician to survey your office, assess your requirement.
If you place the order before 30
th
March, we shall give you a special discount of 5 per cent.
Our company will transport the AC and install them whenever you want.
We trust, you would like to avail yourself of this special offer.
Yours faithfully,
M.D. Yadav
Sales Manager