LETTER WRITING

Business Letters

Types of letters

1. Friendly/person letters
2. Business letter (Official)

When you write personal letters to a friend etc you probably do not worry whether your letter is too long or
contains too much information. You assume your reader will be pleased to hear from you.

When you write business letter you have to be much more disciplined. Know that your readers are busy
people who want only the details that specifically concern them For these people your letter must be
focused, well planned, brief and clear.

Points on Business letter writing

A business letter typically consists of seven major parts and seven optional parts.

Major parts:

1. The Return Address

- This is the address of the person who writes the letter

- Should go in the top right had corner and there may be a comma at the end of each live except the
last which has a full stop.
- This part is omitted if a stationary with a printed letter head is used since the letter head itself is a
return address.

2. The date line

- This is the date when the letter was written

- The date line is placed directly below the return address. The order may be January 15 2006 or 15
January or 15.1.2006 or 15.1.2006

3. The inside address

- This should appear on the left-hand side of the paper next to the margin one or two lines lower
than the date.
- The lines are placed flush
- Abbreviations such as co. and Inc. are used only if these terms are abbreviated in the letter head.
- This is the address of the person to receive the letter

4. Salutation
- When we are writing business letters we should begin the letter by “Dear Sir” followed by a colon.
 - The salutation should agree with the first line of the inside address

5. The main body

- The body usually consists of one or more paragraphs of single spaced text with double spacing
between paragraphs. All paragraphs start at the left margin. Use no indentation.
- We should aim to write clear and simple English.

6. The complementary close (The ending of the letter)

The standard form of ending in business letters is “yours faithfully”. “Yours sincerely” is used only when
the writer is on familiar terms with the person you are writing to.

7. The signature

This consists of
- The written signature and
- The writer’s typed name

The written signature is the legal identification of the writer. The typed name below is the safeguard
against misreading.

Optional parts minor parts

1. Reference line

This refers to the previous document. It is placed at the left hand side on top of the paper

2. U.F.S (line) – (Under First Scrutiny of)

This is used when a letter has to be scrutinized by somebody before it reaches the addressee.

3. Subject line

If used, this is a brief heading of the subject in question.

- It is centered and underlined

5. Enclosement line

This is used when the letter has enclosed materials

Eg: ENCLOSE: Birth Certificate
FTC certificate
Etc

6. Copy notification line

This is used to identify areas where copies of the letter are sent
Eg: CC: DS
 HoDs
Etc
7. Attention Line:

This is sued when the letter is to reach somebody specific

Eg: The Principal,
Dar es Salaam Institute of Technology,
P.O Box 2958,
Dar es Salaam.

ATTN: ILO

Example of Parts of the letter

(Reference Line) The Return Address

The Date

The Inside address

(UFS Line

Salutation

(SUBJECT LINE)

-THE MAIN BODY-

The Complementary Close

The signature

(Enclosure line)

(Copy Notification Line)

Writing a Business LetterS:

In order for the writer to be clear he/she should write using the four compartments

1. Summary statement
2. background
3. Facts
4. Outcome

1. Summary statement

This is the opening statement which states the main message that you want your reader to know most.

Knowing that you should open every letter with the main message is not enough you also need to know
how to find exactly the right words to put at the beginning of the letter.

Somebody suggested that you begin with “…………..I want to tell you that …………….”
Then when your sentence is complete, delete………….. I want to tell you that ………….
If you feel that the opening statement seems a bit abrupt, you can soften it by inserting a few additional
words like “……………………… I regret that………………………………

2. The Background

After the main message, then follows the background information.

This is the circumstances leading you up to the situation described in the letter. The background
answers the questions like:

- What has happened previously?

- Who was involved?
- Where and when the event took place?

3. The facts

This is the specific details the reader needs to fully understand the situation or to be convinced to take
further action. Tell the data and explain chronologically what happened.

4. The outcome

This is the result or any effect which the facts have caused it can be a request for action if the reader is
expected to take any action.

WRITING A DATA SHEET

In other words a data sheet is known as a resume or curriculum Vitae.

The purpose of a data sheet is to provide details of a person’s background, experience, and
qualifications that are too cumbersome to insert in the body of a letter.
1. Types of resume

 Tradition Resume
 The Focused resume
 The Functional resume

(i) Functional Resume: This emphasizes skills, education and training (academic)
accomplishment and do not emphasize work experience. It is appropriate for recent graduates

(ii) Chronological Resume: This lists education and experience in reverse chronological order,
with the most recent work experience listed first. It is appropriate when you have a steady work
history and work experience in your field.

(iii) Combination Resume: Combines the best features of chronological resume and
combination resume. It emphasizes skills while mentioning work experience.

2. How to prepare a resume.

 Guide your resume to one page, unless you have extensive work experience. However
your resume should not be crowded.

 Place your resume attractive on the page, and easy to read

 Use headings with bold or capital letters to identify your sections of: Education, work
experience etc.

 Select a good-quality paper with matching envelop which is large enough to

accommodate your resume and application letter unfolded.

 Avoid stapling or folding the application letter and resume because the receiver often
must separate them for photocopying purposes.

 Do not use two column texts.

 Put your name at the top of the page followed by your career objective on the second line.

 Send an original of your resume not a copy.

 Be sure not to misspell words on a resume

 Print your resume on a laser printer for the best quality.

3. Parts of a Resume

(i) Identification: Begin with your name, address, and telephone number. If applicable, include a
fax number and e- mail address.
(ii) Career objective: Your career objective expresses your employment goal. If you are sending
a resume to many companies your career objective should be general. If you send a resume to a
specific company write a specific career objective (e.g. a position as a Computer Technician).

(iii) Education: If you attended several collages, list your most recent education first. Include
your degree, college, and major subjects. List your grade point average (GPA). If you have not
yet received your degree mention the date the degree will be awarded. (e.g. Ordinary Diploma in
Computer Studies to be awarded May 2008).

(iv) Special skills: List competencies as skills you have (e.g. experience with specific software
programs, proficiency in other languages than English etc).

(v) Experience: List down your work experience. List your most resent work experience first
and continue backward. Give the month, year, of employment, company name and city (e.g. IT
technician from May 2006- June 2007- at Dar es salaam Institute of technology, Dar es Salaam.)

(vi) Activities: List your participation in school and community organizations, sports and
volunteer activities. Specify any offices you held in organizations, such as president, secretary,
or treasurer. This section demonstrates your leadership and community involvement, qualities
that many employers look for in job candidates.

(vii) References: Prepare reference list and supply them upon request. Referees should know
you well and should be able to communicate with your prospective employer on your behalf e.g.
your Instructor, your former employer or a supervisor but not a relative. Always ask for
permission before listing someone as a reference.

Give the name, job title, complete address and telephone number of each reference. (e.g.
Mr. Odongo Muse, Headmaster, Saint Mary’s high School,
P.O.Box 54462,
Dar es Salaam.

Cellular phone: 0741 256768

E-mail: musaodongo @yahoo.com

Example of a Resume

MICHAEL TODD VALENCIA, III

Address until December 1999 Address after December 1999

146 River Street 938 Oakbrook Lane
Columbia, Missouri 65203-4832 St. Louis, Missouri 63132-4461
314-555-3814 314-555-9364

Objective Position as a computer software technician

Education Associate of arts Degree in Computer Technology, expected
December 1999 Mid-State Community College, St. Louis, Missouri
- Emphasis in Microcomputer Systems Management
- 3.4 Grade Point Average/4.0 Scale
- Internship with leading telecommunications firm
Selected AC/DC Electronics Industrial Electronics

Coursework Logic and Program Design RF Communications

Computer Skills and Troubleshooting telecommunications equipment Installing software

Expertise on networked computers
COBOL, RPG, C
Lotus and Dbase IV
Microsoft Office 97
Corel WordPerfect Suite 7
Leadership Roles President, Mid-State Computer Club Treasurer, Office Education
Association Senator, Student Government Association Vice-
President, Fellowship of Christian Athletes
Experience World Wide tours, Inc., St. Louis, Missouri, 1997 – 1999
 Development computerized tracking system to track tour
registration and monitor payment schedules
 Implemented computerized catalog of tours

Metropolitan Realty, Inc., St. Louis, Missouri 1996-1997

 Designed World Wide Web page with real estate listings
 Computerized sales contract procedures, saving two hours
per home closing.