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Digvijay Pandya, Lovely Professional University Unit 13: Format of Basic Formal Letter

unit 13: format of Basic formal letter notes

contents

Objectives
Introduction
13.1 The Basic Format of a Business Letter
13.2 Letters Placing Orders
13.2.1 Ways to Place an Order
13.2.2 Drafting Orders

13.3 Cancellation Letters
13.4 Enquiry Letters
13.4.1 Writing Letter of Enquiry
13.4.2 Quotations

13.5 Summary
13.6 Keywords
13.7 Review Questions
13.8 Further Readings

objectives

After studying this unit, you will be able to:

l Know the basic format of a business letter
l Realise how orders are placed/letters of order are written
l Know how a cancellation order is written
l Realise how an enquiry letter is written

introduction

A formal letter is distinguished by its distinct ‘form’ or format. Most formal letter aim at
transferring a message to another person and make him/her do something in a particular way.
The message is however transferred in a style, layout and format that are fixed by convention for
almost everyone who wants to write a letter of that sort. In order to write an effective formal letter,
you must use a standard format which is very different from your informal letter formats.
You should know that although the language and subject matter of every commercial letter
written to parties and clients may differ, but the basic form and structure remains the same. A
special feature of the business letter is that it must create an impression on the mind of receiver
as from where and from whom the letter has come, in what subjects with it. This unit introduces
you to the basic formal letter formats that will help you in drafting effective official letters.

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