June 08, 2009

An Assignment on

Drafting Business
Messages and Business
Letters
Course No: Eng 2109
Course Title: Business English
Section: A

Submitted To
Abdur Rahman Shahin
Assistant Professor
English Discipline
Khulna University

Submitted By
Md. Shahrear Mahmood
Roll No: 081406
B A (Hons.), Second Year, First Term
English Discipline
Khulna University
 1

Table of Contents

1. Acknowledgement .............................................................................................................................................. 2
2. Preface................................................................................................................................................................... 3
3. Business Communication.................................................................................................................................. 4
4. Employment Ads ................................................................................................................................................. 6
5. Mem o or Mem or and um ............................................................................................................................. 9
6. Business Letters ................................................................................................................................................ 14
7. Request Letters.................................................................................................................................................. 23
8. Letter of Acceptance ........................................................................................................................................ 26
9. Letter of Acknowledgement ........................................................................................................................... 28
10. Letter of Recommendation ............................................................................................................................ 30
11. Postscript ............................................................................................................................................................ 33
12. Bibliography ...................................................................................................................................................... 34

Table of Figures

1. Figure 1: Communication Process ................................................................................................................. 4

2. Figure 2: Types of Business Communication............................................................................................... 5
3. Figure 3: Specimen of an Employment Ad ................................................................................................... 8
4. Figure 4: Specimen of a Memorandum ....................................................................................................... 13
5. Figure 5: Types of Business Letters.............................................................................................................. 14
6. Figure 6: Specimen of a Full Blocked Style Letter.................................................................................... 17
7. Figure 7: Specimen of a Blocked Style Letter ............................................................................................ 18
8. Figure 8: Specimen of a Semi-Blocked Style Letter ................................................................................. 19
9. Figure 9: Specimen of an Indented Style Letter ....................................................................................... 20
10. Figure 10: Specimen of a Simplified Style Letter ..................................................................................... 21
11. Figure 11: Specimen of a Square Blocked Style Letter ........................................................................... 22
12. Figure 12: Specimen of a Request Letter.................................................................................................... 25
13. Figure 13: Specimen of a Letter of Acceptance ........................................................................................ 27
14. Figure 14: Specimen of a Letter of Acknowledgement ........................................................................... 29
15. Figure 15: Specimen of Letter of Recommendation ................................................................................ 32
 2

Acknowledgement
I would like to acknowledge and extend my heartfelt gratitude to the following persons who
have made the completion of this Assignment possible: Our honorable Dean, Mr. G M Javed Arif, for
his vital encouragement and support. I would also like to thank Mr. Abdur Rahman Shahin our
honorable course teacher, for his understanding and assistance. And my fellow classmates for their
help and inspiration they extended. I am also grateful to all the faculty members and Staff of English
Discipline for assisting in the collection of the resources for the assignment. And most especially to
my family and to Allah, who made all things possible.

Md. Shahrear Mahmood

Roll No: 081406
B A (Hons.) Second year, First Term
English Discipline
Khulna University
 3

Preface
Communication is an essential part of our everyday life. From dawn to midnight everyman is
somehow engaged in communication. While at home a man reads news paper or magazine or watch
television or in office he exchanges his views with his collogues or boss etc. These all are part of
communication. And in Business world this communication bears a tremendous significance.

With the rapid development of industry and technology, an increasing need has been felt for
improving skills of communication at all levels of administration. And Business correspondences are
major forms of communication in the professional world. Business correspondence is
communication form one person or organization to another person or organization and it has
developed a formal structure which is dictated by the age-old need for personal relationship and
courtesy in business

In this assignment I have tried to give a fair description of structure and formal rules and
regulation of composing of certain business messages and business letters. I have collected the
information about the rules and format of these correspondences from several books and website
documents written by experienced teachers and professionals in this area which I have mentioned in
the Bibliography section. I hope this assignment will be able to best reflect my efforts.
 4

Business Communication
One of the most complex and pervasive elements of modern organizations is the
communication, which takes place within them. Communication is essential to virtually every
employee as they perform their job duties. Communication activities range from a simple request for
information sent by one employee to another to the negotiation of a new labor contract by
management and union representative.

Communication Process
A model of the communication process is shown in Figure: 1. An examination of the model
will reveal the following pattern: The communication process, which is affected by the external
environment in which the communication takes place, begins with a sender that creates a message
that is transmitted through a channel to the receiver. The receiver subsequently interprets the
message and reacts by providing a feedback. At this point the communication process starts again,
with the receiver the sender and the sender is the receiver. Noise can infiltrate the process at any
point.

External Environment that is transmitted External Environment

through

who encodes to the

Experiences Experiences
Attitude Skills Attitude Skills
Participations 1 2 3 4 Participations
Knowledge and Knowledge and
Culture Sender Message Channel Receiver Culture

External Environment
External Environment

and the process who decodes the

starts over NOISE message and

Feedback

External Environment

Figure 1: Communication Process

 5

Types of Business Communication

A variety of different types of communication are found in the modern organizations, such
as: Oral communication, written communication, oral and written communication, visual
communication, and non verbal communication. Examples of this kind of communication found in
each of these categories are presented below.

Oral Written Oral and Written Visual Nonverbal

Communication Communication Communication Communication Communication

1. Staff 1. Letters 1. Videotape 1. Photographs 1. Facial

meeting presentation expression

2. Conference 2. Memoranda 2. Film 2. Illustrations 2. Gestures

presentation

3. Interviews 3. Reports 3. Closed circuit 3. Signs 3. Time

television

4. Orientation 4. Advertisement 4. Slide-tape 4. Drawings 4. Body

session presentation movement

5. Training 5. Manuals 5. Television 5. Building design 5. Odors

session presentation

6. Sales 6. Bulletins 6. Office design 6. Space

presentation utilization

7. Task 7. Policy 7. Clothing

Assignment statements

8. Newsletters

9. Magazine and
newspaper
articles

Figure 2: Types of Business Communication

Among the above communication types written communication is the most important and
plays a significant role in our economy and in the daily routines of the vast majority of organizations,
an understanding of the essentials of the written communication is critical. We must know WHAT to
say and HOW to say it! In addition, we must design our messages to portray the exact meaning as
well as create a favorable impression. Well-worded messages not only bring the sender and the
reader closer together, but also make the writer appear more friendly, helpful and interested.

So we must be careful about written business communication. Some certain types of written
business correspondence, their definition, purpose, format and examples are provided in the
following pages.
 6

Employment Ads
The advertisement which is designed in against of vacant posts is called an Advertisement for
Job or Simply Employment Ad. Generally this kind of advertisement is published in the daily news
papers, Company’s Official website or Online Job Portals. Employment ads are very common and an
essential component in the process of recruiting new employees. A candidate applies for a job when
the company publishes an advertisement.

Elements of Employment Ads

There are no fixed rules of composing this type of advertisements. But there are some elements
which are common in Employment Ads. These elements are:

1) Attractive Appearance

The ad should look attractive, because it has to attract the reader’s attention. Attractive words
such as: Excellent Career Opportunity, Are You Game For A Challenge?, Build You Career, etc, are
generally used.

2) Company’s Name and Logo

Company’s name and logo should be used in the ad to express the company’s identity and the
logo prevents the possibility of confusion between companies with nearly similar name.

3) Name of the Vacant Post

Name of the post available should be clearly stated.

4) Qualification of the Candidates

The employer should state the necessary qualifications of the candidate in the advertisement.

5) Duties and Responsibilities of the Post

Duties and the responsibilities of the post should be clearly stated in the advertisement

6) Salary

Minimum salary and other benefits should also be mentioned

7) Last Date to Submit Application Letter

The last date to submit application letter should be mentioned in the advertisement.

8) Address of the Advertiser

The advertiser should mention their address if any candidates needs additional information.
(Ibrahim, Rahman and Mohammad)
 7

Guidelines for Writing an Employment Ad

1) Studying Ads

The writer should look at other people's ads for some ideas. When looking at these ads he can
think about what caught our attention as well as what didn't. By doing this, he will see what kind
of ad that he needs to write that will bring us results.

2) Preparing Headline Carefully

The headline is the most important part of the advertisement. The headline should be no longer
than 5 to 7 words. The writer should use "Action" verbs that catch the reader’s attention or ask a
question to catch their attention. He should type the headline in all caps or cap the letter of
every word to get the reader’s attention. For example, “WOULD YOU LIKE TO BUILD YOUR
CAREER?" or “Would You Like To Build Your Career?"

3) Keeping the Ad Concise

The advertisements should be kept brief and concise. The writer should not give the reader too
much information. Most people will not read advertisements that are long and full of hype.
When writing advertisement, the writer should only use a few descriptive words to simply state
what he is offering, but still try to attract their curiosity.

4) Avoiding Composing the Ad Entirely In All Caps

The writer should not use “all caps” in the body of the advertisement. If all caps is used
throughout the Ad it will make the advertisement hard to read, and is also considered as
shouting. Most people will consider this as being impolite and will not look at what is being
offered.

5) Giving Proper Direction to Respond To the Ad

The writer should always finish is advertisement by telling the reader exactly how to respond to
the ad. He should also included his e-mail address and website address if available

6) Revising

After writing the Ad, the writer should revise the advertisement over and over again to prevent
any wrong information being included in the ad.

7) Proofreading

The writer should always proof read his advertisement before placing them anywhere. He
should also, make sure the web and e-mail addresses he provided are correct and in working
order, because the advertisement will not be worth anything if it has the wrong contact
information. This is one of the main reasons why an advertisement may have poor responses.
(Barraclough)
 8

Example of an Employment Ad

C a r e er O p p or t uni ty
Abul Khair Group Invites application from experience & professional persons for following
positions:

Position: Senior Manager (Finance/Accounts)

Job Location: Chittagong
Professional Qualification: Candidate must be a Fellow of Chartered Accountant (FCA)

Responsibilities:

 Effective and strategic support to the Finance; to contribute in the preparation of

annual plan, budget and financial reports.
 Budgetary & internal control of units/departments.
 Preparation of Departmental profitability, Cost & revenue analysis.
 preparation of the management information system (MIS) reports as well as
performance analysis
 Implementation of cost management accounting practices and further development.
In depth business analysis & item cost analysis.
 Coordination and preparation of monthly budget.
 To handle overall Finance Accounts Dept. including VAT, TAX etc. independently

Position: Manager (Accounts)

Job Location: Chittagong
Professional Qualification: Candidate must be a Associate Chartered Accountant (ACA)

Responsibilities:
 Budgetary & internal control of units/departments.
 Preparation of Departmental profitability, Cost & revenue analysis.
 preparation of the management information system (MIS) reports as well as
performance analysis
 Implementation of cost management accounting practices and further development.
In depth business analysis & item cost analysis.
 Coordination and preparation of monthly budget.
Competency Required for the position:
Self starter (drive & initiative), Team worker, Gaining commitment from people at all
levels, Leading & Developing people, Analytical ability & creativity in the professions and
High level of passion & integrity in business behavior.
Potential candidates in their respective field satisfying the job requirements are invited to
apply with complete CV, a recent passport size photograph, addressed to Head of Human
Resources, Abul Khair Group, D.T. Road, Pahartali, Chittagong on before 5th March, 2009.

You can apply also through email – [email protected]

Contact No. 01713105858
The candidates are requested to mention the position applied for on the envelop and provide
contact/Cell number in the CV.

B ui l d y o u r c a r e e r

Figure 3: Specimen of an Employment Ad

 9

Memo or Memorandum
A memo is a document typically used for communication within a company. Memos can be
as formal as a business letter and used to present a report. However, the heading and overall tone
make a memo different from a business letter. Because you generally send memos to co-workers
and colleagues, you do not have to include a formal salutation or closing remark. (Introduction:
Writing Memos)

Memo is the short form of Memorandum. It is short piece of writing generally used by the
officeres of an organization for communicationg among themselves. That is why it is also called
Intraoffice Memorandum. (Sharma and Mohan)

Purpose of Memos

Memos have a twofold purpose: they bring attention to problems and they solve problems.
They accomplish their goals by informing the reader about new information like policy changes,
price increases, or by persuading the reader to take an action, such as attend a meeting, or change a
current production procedure. Regardless of the specific goal, memos are most effective when they
connect the purpose of the writer with the interests and needs of the reader. (Memo Writing)

1) Smooth Flow Of Information: Memo ensures quick and smooth flow of information at all
levels within the organization.

2) Maintaing Good Business Relationship: Memo enables officers to maintain good business
realtionship.

3) Informing Decisions And Actions: Memo informs the decion and actions of the management
to the the employees.

4) Requesting Decisions And Actions: A Memo can be used to request decisions and actions.

5) Provide Infromation: Memo provide information from one level to another within the
organization.

6) Reminding Some Action: If requires Memo can be used to remind certain employee or
collegues about some action.

7) Avoiding Personal Contact: Memo is helpful when someone wishes to avoid coming into
personal contact with certain collegues.

8) Establishing Accountibility: Since a Memo is is record of facts and decicion, authority can
check it in the future to find out what went wrong and who is responsible for them.
 10

Types of Memos

Each memo is written for a specific purpose to a specific audience. The purpose and
audience of the memo decides what type of memo you should be written. Even though no two
memos are identical, four common broad categories exist. If you are unsure about how to format
your memo, ask your instructor or review memos your co-workers have written.

1) Directive Memo

A directive memo states a policy or procedure the writer wants the reader to follow. The length of
the memo depends on how much space is required to properly explain the procedure.

2) Response Memo

The purpose of this memo is to provide the audience with desired information. It usually has four
parts:

1. Purpose statement
2. Summary
3. Discussion
4. Action

3) Trip Report Memo

A trip report memo is usually sent to a supervisor after an employee returns from a business
venture. The structure is listed below:

1. Purpose statement
2. Summary
3. Discussion
4. Action

4) Field Report Memo

Memos are often used to report on inspection and procedures. These memos are known as field or
lab reports. They include the problem, methods, results, and conclusions etc.

A field or lab report memo has the following structure:

1. Purpose of memo
2. Summary
3. Problem leading to the decision to perform the procedure
4. Methods
5. Results
6. Conclusions
7. Recommendations (Introduction: Writing Memos)
 11

Parts of a Mem os

Standard memos are divided into segments to organize the information and to help achieve
the writer's purpose. These segments are:

1) Heading Segment

The heading segment follows this general format:

To: (readers' names and job titles)

From: (sender’s name and job title)
Date: (complete and current date)
Subject: (what the memo is about)

2) Opening Segment

The purpose of a memo is usually found in the opening paragraph. It includes: the purpose of the
memo, the context and problem, and the specific assignment or task.

3) Context

The context is the event, circumstance, or background of the problem you are solving. Writer may
use a paragraph or a few sentences to establish the background and state the problem. Often it is
sufficient to use the opening of a sentence to completely explain the context, such as,

“An informal poll of our marketing club members suggests that”

4) Task Segment

One essential portion of a memo is the task statement where the writer describes what he is doing
to help solve the problem. If the action was requested, the writer’s task may be indicated by a
sentence opening like,

“You asked that I look at....”

And if the writer wants to explain his intentions, he might say,

“To determine the best method of promoting the new fall line, I will....”

5) Summary Segment

If the memo is longer than a page, the writer can include a separate summary segment. However,
this section not necessary for short memos and should not take up a significant amount of space.
This segment provides a brief statement of the key recommendations he has reached. It will help
the reader to understand the key points of the memo immediately.

6) Discussion Segments

The discussion segments are the longest portions of the memo, and are the parts in which the
writer includes all the details that support his ideas.
 12

7) Closing Segment

After the reader with all of the information, the writer should close the memo with a courteous
ending that states what action you want your reader to take. Make sure you consider how the
reader will benefit from the desired actions and how you can make those actions easier. For
example, you might say,

“Let me know if you like these choices. I will begin contacting them
as soon as I have your approval.”

8) Necessary Attachments

The writer should document his findings or provide detailed information whenever necessary. He
can do this by attaching lists, graphs, tables, etc. at the end of the memo and he should refer the
attachments by adding a notation about what is attached below the closing, like this:

“Attached: Focus Group Results, January- May 2007”

Fo rmat of Memos

The format of a memo follows the general guidelines of business writing. A memo is usually
a page or two long, should be single spaced and left justified. Instead of using indentations to show
new paragraphs, skip a line between sentences. Business materials should be concise and easy to
read. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain
information.

The writer can help your reader understand his memo better by using headings for the
summary and the discussion segments that follow it. For example, instead of using "Summary" for
the heading, "New Advertising Recommendations," can be used which is much more specific.

For easy reading, the writer should put important points or details into lists rather than
paragraphs when possible. This will draw the readers' attention to the section and help the audience
remember the information better.

The segments of the memo should be allocated in the following manner:

 Header: 1/8 of the memo

 Opening, Context and Task: 1/4 of the memo
 Summary, Discussion Segment: 1/2 of the memo
 Closing Segment, Necessary Attachments: 1/8 of the memo (Memo Writing)
 13

Ex ample of a Memo

MEMORANDUM

To: Dr. Mary Clyne, Advisor, Marketing Club

From: Harold Rivers, Club president
Date: September 18, 2000
Subject: Possible Guest Speaker for Upcoming Marketing Meetings

An informal poll of our marketing club members suggests that

the following topics would be popular:

 career placement
 internship & co-op opportunities
 marketing in the nonprofit organizations
 what to expect in one’s first year of marketing

Given these interest, I recommend that we invite three speakers

for the spring semester.

Beverly Shaw is the director of the Monmouth College Career

Placement Centre. She has spoken to other groups on campus about
résumé and letter writing, research in the job search, and related
topics.

Ylce Lopez is the Monmouth College alumna and the current director
of recruiting for Marketing concepts in Chicago. She could speak
on both job search strategies and what to expect in one’s first
year in marketing.

Ronald French, a Monmouth College alumnus, is the current

assistant director of development for the Municipal Zoo. He could
speak on marketing in nonprofit organizations.

Let me know if you like these choices. I will begin contacting

them as soon as I have your approval.

Figure 4: Specimen of a Memorandum

 14

Business Letters
Letter is one of the oldest forms of written communication. Despite the many modern
communication methods, business letters are still very often the main and the widely used means of
establishing business relations. Letters acts as the ambassadors of the for business organizations. So,
a good first impression is essential for business letter. The letter or correspondence that carries all
kinds of information related to business activities is called a business letter. (Ibrahim, Rahman and
Mohammad)

Types of Business Letters

Business letters can be classified according to their tone and structures

Business Letters

Information
Sales Letters Problem Letters Goodwill Letters
Letters

Routine Letters Special Letters Compliants Congratulations

Concessions Greetings
Inqueries Circular

Personnel Overdue Thanks

Quotation
Related

Sympathy
Order Agents

Condolence
Payment Travellings

Figure 5: Types of Business Letters

 15

Principles of Writing Business Letters

There are basically four principles regarding writing business letters. They are:

 Courtesy
 Correctness
 Conciseness
 Clarity
 Concreteness
 Completeness

1) Courtesy

Courtesy enhances the relationship between the reader and the writer and it also increase
the reader’s self esteem. The consideration the writer shows in his correspondence also enhances
his company’s quality and prestige. There are several factors that should be kept in mind. They are:

1. Writing letters with “You Attitude”

2. Maintaining proper tone
3. Exclude irritating expressions
4. Include meaningful apologies
5. Include courteous and positive wording
6. Responding in a timely manner
7. Using non-sexist terminology

2) Correctness

The document must be properly written and formatted and it has to be free from errors of
punctuation, word usages, spelling and grammar. The document also needs to neat and attractive in
their appearance. There are several factors that should be kept in mind regarding correctness of the
letters. They are:

1. Correct level of language

2. Word, information and data accuracy
3. Correct grammar and punctuation
4. Correct spelling

3) Conciseness

The writer should use fewer and necessary words to present the information. There are
several factors that should be kept in mind. They are:

1. Omitting trite expressions

2. Avoiding wordy expressions and unnecessary repetition
3. Including only necessary facts and information
4. Including positive sentences
 16

4) Clarity

The writer should tell the reader exactly the reader wants and needs to know, using words
and a format that makes the communication totally understood with just one reading. There are
several factors that should be kept in mind regarding clarity of the letters. They are:

1. Logical development
2. Well-written sentences and paragraphs
3. Unity of ideas
4. Coherence
5. Giving emphasis on the main idea
6. The ideas of the letter should be appropriately paced with both the reader and
the subject matter.

5) Concreteness

The writer should provide the reader with information that is specific and definite, and
presented in vivid terms. There are several factors that should be kept in mind. They are:

Including as much specific information as possible

Using active rather than passive verbs
Choosing word that provide exact meaning rather than fuzzy detail

6) Completeness

The writer should tell the reader all that he/she wants to know. All questions the reader
asked or may have asked should be answered. An incomplete letter is quite dangerous because it
can result in the followings:

1. Loss of goodwill
2. Loss of valued customers
3. Loss of sales
4. Cost of returning merchandise because of incomplete order
5. Waste of time trying to make out of an incomplete message.

Different Format Writing Business Letters

There are several formats for writing Business Letters. Each is appropriate for different
purposes and has its own benefits. These layouts are:

1) Full Blocked Style

2) Blocked Style
3) Semi-Blocked Style
4) Intended Style
5) Simplified Style
6) Square-Blocked Style

Although there are different style available. Full blocked style is the most appropriate for writing
Business Letters. Format of different style of Business letters are shown below:
 17

Full Blocked Style:

Director
Sales Department
Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Subject: An acknowledgement for your valuable

suggestion

Dear Mr. Mahmood,

Thank you very much for the “customer helper” idea. As

director of our sales department, I will immediately
implement your suggestion of assigning a sales
representative to customers planning home improvement.
We are sure our customers will appreciate this
additional service

I’d appreciate if you have any other suggestion for us

and would be more than happy to answer any questions
you have about our store.

As our stores continue to profit, we know that the

store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Figure 6: Specimen of a Full Blocked Style Letter

 18

Blocked Style:

Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuable
suggestion
Thank you very much for the “customer helper” idea. As
director of our sales department, I will immediately
implement your suggestion of assigning a sales
representative to customers planning home improvement.
We are sure our customers will appreciate this
additional service.
I’d appreciate if you have any other suggestion for us
and would be more than happy to answer any questions
you have about our store.
As our stores continue to profit, we know that the
store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Director
Sales Department

Figure 7: Specimen of a Blocked Style Letter

 19

Semi-Blocked Style:

Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuable
suggestion
Thank you very much for the “customer helper”
idea. As director of our sales department, I will
immediately implement your suggestion of assigning a
sales representative to customers planning home
improvement. We are sure our customers will appreciate
this additional service.
I’d appreciate if you have any other suggestion
for us and would be more than happy to answer any
questions you have about our store.
As our stores continue to profit, we know that
the store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Director
Sales Department

Figure 8: Specimen of a Semi-Blocked Style Letter

 20

Indented Style:

Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Subject: An acknowledgement for your valuable

suggestion

Dear Mr. Mahmood,

Thank you very much for the “customer helper” idea. As

director of our sales department, I will immediately
implement your suggestion of assigning a sales
representative to customers planning home improvement.
We are sure our customers will appreciate this
additional service

I’d appreciate if you have any other suggestion for us

and would be more than happy to answer any questions
you have about our store.

As our stores continue to profit, we know that the

store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Director
Sales Department

Figure 9: Specimen of an Indented Style Letter

 21

Simplified Style:

Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Subject: An acknowledgement for your valuable

suggestion

Dear Mr. Mahmood,

Thank you very much for the “customer helper” idea. As

director of our sales department, I will immediately
implement your suggestion of assigning a sales
representative to customers planning home improvement.
We are sure our customers will appreciate this
additional service

I’d appreciate if you have any other suggestion for us

and would be more than happy to answer any questions
you have about our store.

As our stores continue to profit, we know that the

store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Director
Sales Department

Figure 10: Specimen of a Simplified Style Letter

 22

Square Blocked Style:

Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Subject: An acknowledgement for your valuable

suggestion

Dear Mr. Mahmood,

Thank you very much for the “customer helper” idea. As

director of our sales department, I will immediately
implement your suggestion of assigning a sales
representative to customers planning home improvement.
We are sure our customers will appreciate this
additional service

I’d appreciate if you have any other suggestion for us

and would be more than happy to answer any questions
you have about our store.

As our stores continue to profit, we know that the

store managers will also be grateful for customers
like you who help them improve their service.

Sincerely Yours

Rashedul Islam Chowdhury

Director
Sales Department

Figure 11: Specimen of a Square Blocked Style Letter

 23

Request Letters
Request letters are among the most common types of letters in the business world. While
request letters make requests of their recipients, they differ markedly from persuasive letters such
as sales, collection and special request letters which also make request. The primary difference
between request and persuasive letters is the amount of the motivationally oriented material that
must be included to get the recipient to comply with the request in the request letters than in the
persuasive letters. Therefore the inclusion of motivationally oriented material designed to obtain
compliance with a request is not as important in a direct-request letters as in a persuasive letter.
(Quible, Johnson and Mott)

Types of Request Letters

A variety of situations result in the need to write a request letter. For example a customer is
interested in purchasing a product form a manufacturer or information about a job applicant or
information from a former employer etc. So depending on the situation request letters can be
divided in to the following categories:

1. Direct-inquiry
2. Indirect-inquiry Claim Letters
3. Orders
4. Invitations
5. Reservations
6. Request for Credit
7. Request for a favor
8. Request for a job interview
9. Request for a raise or promotion
10. Request for a specific type of information
11. Request for a third party to compose a letter on someone’s behalf

Purpose of Request Letters

The main purpose of a request letter is to ask for a favor or information from the reader. In the
business world a request letters are used for many purposes. Such as:

 Making an Enquiry: A customer make an inquiry about a product or a manufacturer make an

enquiry about his products sales report from the dealer.

 Asking For Information: A customer wants information about a company and their product
and how to purchase his chosen item etc.

 Placing An Order: A customer may place an order through a letter.

 Requesting For A Favor: An employee may ask for a reference or a rise or a promotion from
his employer.

 Job Purposes: A job applicant may ask for an interview to an employer.

 24

Guidelines for Writing a Request Letter

The following guidelines are helpful in case of writing a request letter. If we follow these
guidelines we can hope to get a positive response from the recipient.

1) Using Correct Format

Correct format should be used to write the letter. A formal letter style such as block or semi-
block format is good for writing this kind of letters. And the letter should be composed and
printed the on a computer, using bright white inkjet paper.

2) Self Introduction
On the letter first the writer should introduce himself. This way it will be easy for the writer to
do what is requested.

3) Reminding The Reader How She/he Knows The Writer

If necessary, the writer should remind the reader how he/she knows us, and briefly review any
high points of their relationship.

4) Confidently Making The Request

The writer should confidently, but respectfully, make his request.

5) Keeping The Statement Brief

The writer should not waste the reader’s time. He has to state immediately the reason
explaining why we are writing the letter.

6) Being Specific
The writer should be specific about his request. He has to clearly describe the type of favor he is
requesting. He should get to the point quickly and tell the reader exactly what type of
information he needs and politely ask the recipient to send it to him.

7) Providing Necessary Information To The Reader

The writer has to give the reader necessary information, details, or explanations that will help in
writing the letter. Busy professionals will appreciate it if the writer provides the framework for
the letter

8) Thanking The Reader

The writer should thank his reader for his/her time and consideration of our request.

9) A Professional Closing
The letter should be closed professionally. For example: "Sincerely," followed by the writer’s
name. The letter should have clear contact information, including the writer’s complete address,
telephone number, and e-mail address. (Barkdull, How to Write the Perfect Request Letter)
 25

Example of a Request Letter

Khushi House, Holding No:45

Mujgunni Uttarpara, Khulna-9000

June 8, 2009

Mr. Hasanur Rahman

Director
Central Electronics
Motijhil Commercial Area
Dhaka-1000

Subject: Request for a reference

Dear Mr. Rahman,

I am Md. Shahrear Mahmood, an employee of your managerial

department. I have been working in your company for five years. But
recently I have achieved a degree on Business Administration from
an university and now I want to apply for a new job with higher
challenges so that I can improve my skills So I am writing to ask
whether it would be possible for you to provide a reference for me.
If you were able to attest to my qualifications for employment, and
the skills I attained during my tenure at Central Electronics, I
would sincerely appreciate it.

I am in the process of seeking employment in “Modern Pharmaceutical

Company” and a positive reference from you would enhance my
prospects of achieving my career goals.

Please let me know if there is any information I can provide

regarding my experience to assist you in giving me a reference.
I can be reached at [email protected] or 01723991390

Thank you for your consideration.

Sincerely Yours,

Md. Shahrear Mahmood

Figure 12: Specimen of a Request Letter

 26

Letter of Acceptance
According to online business dictionary, a letter of acceptance is written communication by
a successful candidate formally accepting the offered employment. It normally confirms the details
of the employer's offer including the salary, perquisites, starting date, location of the reporting
office, and the name of the superior to whom the candidate will be reporting. (Letter of Acceptance)

Purpose of Request Letters

Acceptance letters are a professional way to respond to an organization that offers someone
an open position in their organization. An acceptance letter state the writer’s intention to accept
their position and also restate different aspects of the job offer, such as: salary amount, benefits,
work schedule, and the day he/she will begin working for the company.

Parts of the Letter of Acceptance

 Notification about the acceptance of the offered job by the candidate
 Assuring the employer that he/she has chosen the right person for the job
 Confirmation about when the candidate will join for work to the reporting office
 Formal thanks to the employer for choosing him for the post

Guidelines for Writing a Letter of Acceptance

Careful Planning: Acceptance letters should be carefully planned and written because this letter
will establish our professional conduct and show the new employer that we will be a valuable
member of their team.

1) Thanking the Employer: The writer should start by thanking the company for the position he
was offered and/or the opportunities that came with the job.

2) Addressing The Letter To The Employer: The writer should address the letter to the person
that offered him the job.

3) Discussing About The Specifics Of The Job: The writer should discuss the specifics of the job
offer. By discussing salary amount, benefits, and the date we will begin working, he can clarify
the terms and possibly clear up any misunderstandings. This is also an opportunity for the
writer to acknowledge his responsibilities and obligations to the company.

4) Mentioning The Skills We Have: The writer can also mention the skills and benefits he is hoping
to bring to the organization.

5) Showing Our Appreciation: At the end of the letter the writer should express his appreciation
for the opportunity he has been given. When we write and send an acceptance letter we should
show our professionalism. This makes the employer feel comfortable with the choice he made.

6) Conciseness: Acceptance letter should not be too long. It should be to the point and positive.
(How to write an Acceptance Letter)

An example of an acceptance letter is given in the next page.

 27

Example of a Letter of Acceptance

Khushi House, Holding No:45

Mujgunni Uttarpara, Khulna-9000

June 8, 2009

Mr. Mustafa Kamal

Managing Director
Modern Pharmaceutical Company
Motijhil Commercial Area
Dhaka-1000

Subject: Acceptance of the Post of Senior Manager.

Dear Mr. Kamal,

I am very happy to hear that you have chosen me for your Senior
Manager position at Modern Pharmaceutical Company. Please consider
this letter as my official acceptance.

I am very pleased to accept your salary offer of Tk. 25,000 monthly.

As we agreed, I will begin work on July 4, 2009 after I fulfill my
obligations to my current place of employment.

I understand that I will receive full insurance benefits as of

July 4,2009. I look forward to providing my managerial experience,
skills, and training to your company.

Thank you again, for having confidence in me and offering me this

wonderful position at Modern Pharmaceutical Company. If there is
any additional paperwork you need me to complete please let me know
and I will get it done as soon as possible. I am very excited to be
working with you and New Bangladesh Pharmaceutical Company.

Sincerely Yours,

Md. Shahrear Mahmood

Figure 13: Specimen of a Letter of Acceptance

 28

Letter of Acknowledgement

A letter of acknowledgment is a letter that acknowledges a fact, situation, or action that has
taken place, usually involving the recipient. According to Webster’s New World College Dictionary,
“acknowledge” means “to admit to be true, or as stated,” but an acknowledgment letter does more
than acknowledge; it also responds.

An acknowledgment letter is similar to a thank-you note. If there is a difference, a thank-you

note typically focuses on one short-term action but an acknowledgment usually signifies something
long term.

Oftentimes, acknowledgements contain refusals or acceptances, or opinions and reactions.

Our opinion and reaction may be mixed, with both positive and negative thoughts. Whenever stating
an assessment or opinion, we should give the positive first. Tell what you like and agree with. Then
get to the negatives what you don’t like and what you want changed. (How to Write Letter of
Acknowledgement)

Guidelines for Writing a Letter of Acknowledgement

1) The writer should be sincere and, if appropriate, even emotional when writing a letter of
acknowledgement.

2) The writer should talk about only positive things; he should not bring up any past conflicts or
problems.

3) The writer should mention specific events, deeds, and reasons why he is acknowledging the
reader.

4) The writer should indicate the beneficial effect the reader’s action has to his organization.

5) Regardless of whether the writer’s feelings are positive or negative, or whether he is accepting
of or unreceptive to the situation or proposal before him, he should always start the letter on a
positive note and maintain a polite tone throughout the letter.

6) In the acknowledgment letter, the writer should briefly recap the idea or proposal he is
acknowledging. He should not repeat its history at length, because the reader already knows it.
 29

Example of a Letter of Acknowledgement

Director
Sales Department
Save Mart
20/1, Gulshan
Dhaka-1000

June 8, 2009

Md. Shahrear Mahmood

Khushi House
Holding No:45
Mujgunni Uttarpara
Khulna-9000

Dear Mr. Mahmood,

Subject: An acknowledgement for your valuable suggestion

Thank you very much for the “customer helper” idea. As director
of our sales department, I will immediately implement your
suggestion of assigning a sales representative to customers planning
home improvement. We are sure our customers will appreciate this
additional service

I’d appreciate if you have any other suggestion for us and would be
more than happy to answer any questions you have about our store.

As our stores continue to profit, we know that the store managers

will also be grateful for customers like you who help them improve
their service.

Sincerely Yours

Rashedul Islam Chowdhury

Figure 14: Specimen of a Letter of Acknowledgement

 30

Letter of Recommendation

A letter of recommendation is letter that is written recommending an individual for

employment, academic or other purposes. These types of letter contain information about the
individual’s aptitude, curiosity and ability to perform on different sectors and the individual’s
personal qualities. By this letter the writer personally grantees the individual he is recommending.

Writing a reference letter for someone can either be an honor and a privilege. A good letter
of recommendation can take a decent amount of time to write. They should be a couple paragraphs
in length and give the person receiving the letter a general sense of the writer’s feelings towards the
individual.

Types of Letter of Recommendation

There are basically 3 types of Letter of Recommendation. They are:

1. Employment reference – It is professional recommendation letter given for employment reasons

by a boss or supervisor. It provides an overall analysis of the abilities of the candidate.

2. Character reference - It is a reference letter given by a close friend, relatives or other associate.
These letters help guarantees for an individual’s personal qualities.

3. Academic reference - It is a reference letter given by a teacher, professor or trainer. These types
of letters speak towards ones aptitude, curiosity and ability to perform in an academic setting.

Parts of the Letter of Recommendation

 1st Paragraph

It is the opening statement. The first sentence states the writer’s purpose. The Second
sentence should be who you know the individual and how long you have known them for.

 2nd / 3rd Paragraph

This is main body of the letter. It should include specific examples and traits related to the
individual. The more relevant these examples to the position being pursued, the better.

 4th Paragraph

It is the closing statement and should express specific recommendation. (How to Write a
Letter of Recommendation)
 31

Guidelines of Writing a Letter of Recommendation

1) The letter should be Type. It is more businesslike and the recipient won't have to figure out the
writer’s handwriting.

2) The first time the writer names the candidate who is the subject of the letter should use his or
her full name. After that, he can use either the first name or a title such as Ms., Mr., Dr. and the
last name, depending on how formal the writer wants to be.

3) The tone and the content of the letter should be kept factual, businesslike, and specific
throughout.

4) The writer should be complimentary and positive and honest.

5) Negative information should not be put in the letter. If the writer feels very strongly that he
must mention a shortcoming of the candidate, he should be very specific and state clearly why
he is recommending the candidate anyway.

6) If the writer is put in the position of writing his own letter of recommendation, perhaps for
somebody else to sign, he should be honest and specific. He should try to write as he would
write about a candidate with his qualifications. He can get help from a friend or colleague seeing
himself as others see you.

7) If someone ask a candidate to write his/her own letter of recommendation, recognize that many
people find it difficult to write about themselves in this way. He/she should read the letter and
make sure that he/she agrees with what they have written before signing it.

8) A letter of recommendation should focus on the key knowledge, skills, and abilities of an
individual. A writer should not spend his time inflating his letter of recommendation with
excessive positive tones, as this is generally overlooked by recruiters.

9) The writer should decide carefully whether to give a copy of the letter to the candidate,
particularly if he expresses reservations. A recommendation may hold more sway if the recipient
knows that the views in it are candid, and not written for the gratification or flattery of the
candidate. (How to Write a Letter of Recommendation)
 32

Example of Letter of Recommendation

21/2 Motijhil Commercial Area

Dhaka-1000

June 8, 2009

Mr. Mustafa Kamal

Managing Director
Modern Pharmaceutical Company
Motijhil Commercial Area
Dhaka-1000

Subject: Recommendation for Mr. Md. Shahrear Mahmood

Dear Mr. Kamal,

It is my pleasure to recommend Mr. Md. Shahrear Mahmood as a

candidate for Senior manager. Mr. Mahmood has worked under my
supervision for five years at Central Electronics. During that time,
I was director of the managerial department of, so I am quite
familiar with his work there. Mr. Mahmood's thorough knowledge of
administration saved our company time and money . I have enjoyed
working with Shahrear.

Dr. Murphy's dedication to her work set a great example for the whole
team, and her encouragement and mentoring of her younger colleagues
will continue to benefit Acme for some time to come. For all of these
reasons, I think Mr. Mahmood will make a fine addition to your team.
Should any, at the number above.

Please let me know if there is any questions you have regarding my

experience with Mr. Mahmood I invite you to contact me. I can be
reached at [email protected] or 01123991390

Thank you for your time and consideration.

Sincerely Yours,

Hasanur Rahman
Director
Central Electronics

Figure 15: Specimen of Letter of Recommendation

 33

Postscript
After finishing this assignment I have come to the conclusion that now a day’s every student
should have a thorough knowledge on business communication and business correspondence no
matter in which subject he is studying. Because after finishing their studies they all have to enter the
professional world. And a good job is not easy to get without proper knowledge about the job
getting process and how apply for one. And good knowledge on business communication not only
helps a student to get a decent job, it also helps boost his confidence helps.

So through knowledge on business communication is essential for every student. So all

student should be thoroughly aware about the aspects of business communication.
 34

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