Principles And Activity For Writing Business Letters Training Ppt

Slide 1

This slide illustrates the information regarding business letters. It highlights that a business letter is a formal, professional letter sent from one company to another. These letters can be used for business correspondence with clients, employees, stakeholders, and individuals.

Slide 2

This slide illustrates information regarding the format of writing a business letter. It mentions the steps to write a business letter. The steps are writing sender’s information, date, recipient’s address, the salutation, body, closing, complimentary closing, and signature.

Instructor’s Notes:

The format of writing a business letter

• Step 1: Sender’s Information: In this section, the sender's address, contact number, and email address is included
• Step 2: Date: Instead of using numbers to shorten the date, write it out completely. When writing to American businesses, use the American date format, which puts the month before the day. For instance, on October 20, 2021. If you're sending a letter to the United Kingdom or Australia, put the date first, followed by the month. For instance, on 20 October 2021
• Step 3: Recipient’s Address: This is the address at which your letter will be delivered. Fill in the recipient's name, title (Ms./Mrs./Mr.), and address. It must be as specific as possible to get to the right place
• Step 4: The Salutation: The salutation you use depends on how well you know the person and the context of your letter. If you know the person to whom you're writing, you can address them by their first name. (For instance, Dear Mike.) There are, however, exceptions. If you don't know who you're talking to, always use their title and last name. If the recipient's gender is not known, use their full name. (For instance, Dear Glen Brown.) If you're not sure who you're sending the letter to, use "to whom it may concern.“ 
• Step 5: The Body: This is an important section of your letter. The body should be composed of a few (usually three) concise paragraphs, each with a clear purpose
• Step 6: Closing: In this section, you'll mention that the recipient can contact you or your team if they have any concerns or questions. You can also thank the recipient for taking the time to read the letter. For example, Don't hesitate to reach me at (your email address) to set up a meeting. Thank you very much!
• Step 7: Complimentary Closing: This is a brief remark at the end of your letter. You have several options here, but select the one that best reflects the formality of your relationship. Formal closings such as "Yours Truly," "Respectfully," or "Sincerely" are recommended. If your letter is less formal, you can use phrases like "All the best," "Thank you," "Regards," or "Best.“
• Step 8: Signature: Sign the letter below the complimentary close. Make sure to leave at least four lines blank to allow for your signature. Then, type out the name that needs to be signed. You can also include your job title after your full name

Slide 3

This slide illustrates an activity that can be performed during the training session. The trainees will be required to write a business letter on a given topic.