ROUTINE BUSINESS

LETTERS
afavorable compa
ROUTINE BUSINESS
business.
LETTERS
These are those through which we conduct
everyday business and convey goodwill to
outsiders.

Routine letters to outsiders (customers)

Correct Form
Appropriate letter formats send silent but positive
messages.
s.3.
PATTERN FOR ROUTINE
BUSINESS LETTERS
Letters can be organized into three parts:
1. Opening : a statement that announces the purpose
immediately. Everyday business messages “frontload” by
presenting the main idea or purpose immediately
2. Body: details that explain the purpose for writing,

acourteous conclus
perhaps using graphic devices if necessary to highlight
important ideas.
3. Closing: a request for action or a courteous
conclusion. In requests, we tell what action we want.
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1.Opening: Frontload with main idea. Tell

2.Body: Explain your request or response.

3.Closing: Provide courteous conclusion.

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FORM LETTERS
FORM LETTERS
Is a document that helps you
communicate with a large audience,
streamlining the writing process and
saving you time.
You can use form letters for various
purposes, such as invitations, donations
or medical collection letters.
IT INCLUDES:
Date: Write the date on which you write the
letter.
Recipient's address: Include the address of
the person or organization you're contacting.
Salutation: A salutation is the opening
greeting to address the reader, such as "Dear
[Recipient's name],".
Introduction: The introduction section establishes
the letter's purpose and provides the reader with
context. It might include a reference to a previous
conversation or interaction.
Body: It conveys the primary message. It can
include multiple paragraphs elaborating on the
letter's purpose, providing additional information or
making requests. Wrap up the body by summarizing
the overall message and adding a call to action
(CTA) or a request for a response, if appropriate.
Closing: End your letter with a professional
closing. "Sincerely," "Best regards," and "Thank
you," are good examples. The closing should be
with the first letter capitalized and a comma at the
end.
Signature: Leave two to four lines after the
closing line and type your name. Type your title or
position on the next line if you're writing in an
official capacity. Include your signature, either
using a pen or a digital signature, in the space
between the closing and your typed name.
Enclosures: If the letter includes any
additional documents or materials, you can
include them in the enclosures section. Be
sure to direct the recipient's attention to the
linked documents.
Carbon copy (CC): If you're sending the
letter to multiple recipients, the CC section
may include a list of the additional
recipients.
BENEFITS OF USING A
FORM LETTER
Cost-saving Ease of reading
opportunities Universal applications
Timesaving strategies Ease of modification
Reusability Streamlined quality
Automated options Standardized brand voice
INDIVIDUALIZED
LETTERS
INDIVIDUALIZED/
PERSONALIZED LETTER
A personal letter is a type of letter or informal
composition that usually concerns personal
matters rather than professional concerns and is
sent from one individual to another.
It's longer than a dashed-off note or invitation
and is often handwritten and sent through the
mail.
ORDER LETTERS
 ORDER LETTERS
An order letter is a formal document that
approves the purchase and sale of a
product and provides product specifications.
It may also comprise order characteristics,
product specifications, quantity, colour,
product, mode of payment, and
shipment/delivery date, among other things.
GUIDELINES TO
WRITE AN
ORDER LETTER
The letter should be precise; no pep talk
or informal conversation is required. Your
objectives must be properly understood and
articulated.
The language should be simple and
formal.
Make no errors in the specs or numbers.
Inform the seller when you expect
delivery and how you intend to pay the
Jargon should be avoided.
Don’t be afraid to place your order, but
remember to plan ahead of time.
If you have any questions, please do not
hesitate to contact the receiver.
Instead of a simple A4 page, order letters
are frequently written on the company’s
letterhead.