As a saying, Business makes the world go round. Money is a very essential material in our daily lives. Practically speaking, all of us can’t live without having money in life. Money is business. It is important for us to know much about the business world, its structures and its essential parts. Companies usually communicate through business letter. It is needed that each member of a certain company should know how to understand at least one business letter, most importantly those inter-office memo, which is also a kind of business letter. Also those people in the company that belongs to HR and executive level are required to know how to prepare or put their ideas as well as their concerns to the company using business letter.

It is important to know the parts of the business letter. Basically, the business letter contains heading which includes company or organization letterhead, it identifies the company’s image; it also includes its name, address, landline, and e-mail address, at times, there are also some additional data such as names of the top executives, and slogans. Next is the dateline, it is important to know when a letter was written to both the writer and the reader, it is unwise to assume that you and your reader will remember the exact order of events related to a particular matter, includes the date, month and year. There is some business letter that indicates notation, if the letter is personal or confidential, it may be type in all-capital letters or this notation is typed below the date at the left margin. The opening directs the letter to a specific individual, company, institution, or department, and to greet the reader, it includes the inside address (which indicates the name, position, and address of the receiver), salutation (an opening greetings), and the attention line (it is to directly indicate the concerned person or department; this is to speed-up handling of the letter). The next part is the next part is the body, which includes the subject line (it is an advance notice of what the letter is all about, and the message (the “body” and “soul” of the whole letter). The next part is the closing, which includes the complimentary closing, company signature, writer’s signature, writer’s identification, reference initials, enclosure notation, carbon copy notation, blind carbon copy notation and the postscript (P.S.).

It is also important to know the styles and kinds of business letter that suits on what letter is all about. The styles include the block style (all parts begin at the left margin), modified block style (the dateline, the complimentary closing, and the writer's identification usually starts at the horizontal center of the page but the date is aligned to end at the right margin, and the subject line may be centered or indented five spaces), modified-block style with indented paragraphs (it is the same with modified block style but the first line of each paragraph is indented five spaces), and social business style (the inside address may be typed at the left margin five lines below the signature line, this style differs from regular business letter styles in a number of ways). Business letters has its kinds that depends on what the writer is conveyed. Such as request letter (also called "please send me" letters, these are simple request letter asking for information, orders, services, and many other more), letter answering request (letter that answers request from someone), claim and adjustment letters (letters written due to complains, inconvenienced, etc.), credit and collection letters (letters written to response to request for credit, these are usually favorable), collection letters (letters about privilages and credit violates priviledges), sales letters (it automatically becomes a showcase for the writers and their firms), employment letters (letters that deals in getting a position), and lastly social business letters (letters that maintain friendly relationships with customers and business acquaintances). We must also consider the effect of business letter to the reader's needs. Business letters are classified into three kinds, this includes everyday letters, it directs statement indicating purpose of letter, there is necessary details to carry through the purpose of the letter, and there is goodwill statement that brings the letter to a close. Next is the persuasive letters that has attention-getting statement or device that encourages the reader to continue reading the letter, has statement that present facts that show the writer’s ability to meet the reader’s needs, it presents requests in terms of how it will benefit the reader if possible, and gives request for action. Lastly the bad-news letter or refusal letter, this uses indirect approach so that you will not lose your reader, it uses neutral opening statement upon which the reader and the writer an agree, it has reasons for refusal that is sated positively, it has the statement of refusal, it must suggest alternatives, and it must retain goodwill for reader.

Business letter is very important to the company; through this they are able to address its concern to different sectors such as employees about the policies, reminders, etc.. It serves as company’s file of evidence for some incidents, it is also a way for the superiors to let the subordinates know and acknowledge formally the sanctions or promotion given. Business letter is a formal and documented way of delivering business issues and concerns. It is important that the employees should know the proper structure in preparing this kind of letter. It is not as simple as ordinary letters being given to friends or love ones. Business letter should be well-structured and should be detailed completely for this could be used as reference for future purposes.

Maricris P. Libron
BSED-EN 2-1D