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Std-11, Commerce, Organization of Commerce, Secretarial Practice, Ch-8, Business Correspondence

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Okay, kids, new module new question.

A diagram of the layout of a business letter, means how should a business letter be, we are going to see in this particular module, right, where you are supposed to write what and how you are supposed to write, and how you are supposed to arrange number of things we are going to see in this particular module. Now in front of you there is a blank sheet, right, on this we are going to show you what’s should be written where.

Heading, right, we call it as a letter head, name of the company, address of the company with the telephone number, right, fax, emails such details and even city’s name, pin code number, all such things should be mentioned in the letter head at the centre of the page, right, not exactly at the centre of the page, but you can say the top centre. And you need to leave equal space on the left hand side and the right hand side, okay, leave equal space on the left hand side and the right hand side. And you can use five to six lines for writing name and the company’s address, right, kids. So that’s your heading, number one.

Number two is date, now leave one line after the name and address of the company, and write on the right hand side, date. Now kids, do remember that we follow UK style, that is date, month and the year, this should be written. On the same line write reference number, herein we are going to write in the way alphanumeric means usage of few alphabets and few digits, right kids. So immediately after writing name of the company leave a line then write date on the right hand side and reference on the left hand side. Again leave a line and write inside address, that’s number four. Here you are going to write name and address of that person who is the receiver of the letter. Here also you can use three to four lines, right, kids. So that was your one, two, three and four. Now number five again, now before writing the subject, leave a line after inside address and write the subject in the centre of the letter, exactly in the centre, it should not touch the margin on the left hand side, nor it should penetrate towards your right hand side, but it should occupy the central space and subject is essential. Just with the help of subject, reader comes to why this letter exists, right, what is the reason for writing this letter so subject is a must. Again leave a line and write a salutation, right, madam, sir, whatever it may be start writing from there, so write that and put a comma and start writing below.

Now point number seven, we call it as body of letter, right, kids, this is called as the body of letter. We need to write three paragraphs. A is introduction, B is main paragraph and C is concluding paragraph, we call it as body of letter. Kids, do remember that if you are not writing body of letter, you won’t get any marks. So we need to write this body of letter in three paragraphs, if you want to get some good marks, right kinds. So seven, we have body of letter, divided into three paragraphs. The first one is introduction, the second is main paragraph and the third one is concluding paragraph. After this you see again we need to leave a line, complimentary close, right, kids, yours truly, yours faithfully. And then number nine, signature of the secretary, okay, that is a must again. And number ten, enclosure, what are your attachments. So after signature leave a line and put down ENCL, what is ENCL – enclosure, right. In email we have attachments, but in letters we have enclosures. So what are you going to attach with this letter we need to mention there, a Xerox copy of some document or maybe a cheque or something similar to it, so you need to mention number of enclosures also you need to write it down, no. 1, no. 2, and so on. And number 11, cc that is carbon copy, the same letter that has been passed down to who, that person’s name should also be written down there.

I hope so, kids, you understand the different, different parts of a letter how it should appear and what are you going to write and where. So all these 11 parts we are going to discuss in the next module in detail.

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