(10 marks)

 

          (b)     List and briefly explain FIVE (5) criteria of a good business letter.  

 

                                                                                                        (10 marks)

2. It wants to provide information on topics related to business. Information in the business letter must be straight forward and contains clear infro without any miscommunication between them in a business.

3. Business letters provide valuable evidence for a transaction and thus provides a legal purpose. The evidence between the organization and as a proof of the businees matter, so it is important to have the formal letter to send proof or keep the information.

4. Business letters become a reference material for future transactions between organizations and individuals. This absolutely what organization needs, to communicate with an individual by using formal letter and having a clear messages.

5.Business letters inspire all the people involved in the business to perform higher and better level performance. By providing the formal letter, we can also increase our performance management and have a better or good relationship in the business.

Q2 - CRITERIA
1. Clear. Good business letter must have a clear messages and using simple words that easy to understand by the receiver.

2. Simple. Using simple language and not using difficult or higher class language

3.Concrete. The messages must be concrete and specific so the receiver can understand easily by reading it and do not make them confused with the message that you try to express.

4.Complete. One must write a complete message. It helps the reader to know about the issue and the solution to be taken. It should provide all the necessary information. One must also keep in mind that the message should be concise and short along with the complete details.

5. Relevance. The letter should only contain important information. Irrelevant information should not be included and avoided in any business communication.

 

                               

 First, exchanging business information which is the Letters are the most economical and convenient means of exchanging information. With the help of letters, executives can easily exchange information with customers, suppliers, investors, government offices and others. Second, establishing business relationship which is business letter plays an important role in establishing and maintaining relationship with various parties. Third, creation of markets which is circular letter a form of business letter, helps to create new markets for goods and services. Fourth, saving cost and time which is business letters relieve busy executives from visiting personally their clients and other concerned parties. Therefore, valuable time and costs can be saved. Fifth, maintaining secrecy which means business letters also help to maintain secrecy of information. Non one other than the sender and receiver can know the message contained in the letter.

 

  (b)     List and briefly explain FIVE (5) criteria of a good business letter.  

Criteria of a good business letter. First, limit them to one page business letters should be short and to the point, preferably one page in length.  Second, be reader-friendly which mean always try to focus on the needs of the reader and make an effort to see things from their perspective. Third, keep the tone formal and factual .Generally speaking, the tone and content of business letters should be formal and factual. Feelings and emotions do not have a place in business letters. Fourth, carefully plan the letter which is before writing the letter, take a few minutes to list all of the specific points you need to cover. Fifth, Make It Clear, Concise And Logical. Use a clear and direct writing style that uses simple words and straightforward phrases. Make sure that the flow follows a logical progression, first identifying the main subject, elaborating on it, and then drawing the logical conclusion.

Q2)Five criteria of a good business letter include:

QUESTION 1

One of the importance is by Increasing Goodwill business. Letters, like inquiry letter, circular letter, order acknowledgment letter, adjustment grant letter, etc help to increase goodwill of a business with the customers. Besides that, Business lettter is used as Formal agreement. Business letter acts as formal agreement between buyer and seller. For example, an order letter contains name of items, price, and quantity, time of delivery and mode of payment. All these are regarded as the conditions of an agreement between buyer and seller. Moreover it is used for Settlement of transactions.Commercial letters have paramount importance in setting business transaction. For example, by writing a claim letter, buyer can raise his claims to the seller by writing collection letters; seller can collect dues from the customers. Therefore, business letter is also Use as reference. Information exchanged through letters can be preserved permanently and used as reference when need arise. Therefore, making business decisions becomes easier. Finally, used as Legal acceptance: Business letter is an acceptable document in the eye of law. It can be stored and produced as documentary proof.

QUESTION 2

One of the criteria is Positive language.
 The words of the letter should be chosen with care. As far as possible the language of the piece of letter should be positive. The use of negative words should be avoided as it gives an impression of negative outlook and approach. The second criteria is having Emphasis. Proper emphasis should be put on the content of the piece of correspondence. This requires logical thinking on the part of the writer. The writer should himself be clear in his mind what he wants to convey. The third criteria is Coherence. The information present in the letter should be arranged in a logical way. This is done by using carefully the linking devices, pronouns, and reputing the key words. Unless arranged in a logical way the information will lose its meaning and thus the objectivity of the correspondence will be lost.  The fourth criteria is Ethical standards.
 A business letter reflects the image of an organisation. Therefore all business correspondence should maintain certain ethical standard. The fifth is Brief but complete. Brevity is the soul of correspondence. In short the receiver must know what the sender wants to transmit. But briefness does not mean incomplete. An incomplete letter does not fulfill its objectives. 

.More permanent than e-mail.

.Constitute an official legal record of an agreement.
.Letters follow up on telephone calls and other types of oral communications.
 


7 criteria of a good business letter 

. Clear - the info should be clear enough following by the sales number, references and also language all those information must be clear and straight to the point. 

. Concise - the message should be straightforward short so that easily can understand and such as, I’m not satisfied with your services or something like that it should be short and straight to the point the letter should must be in proper format. 

Correct- every single word should be professional business letter/ formal should use professional words do not do mistakes in letter. 

Courteous- which means be polite no matter how angry the person are when comes to business letter every words or sentences we want to create must be polite and following the format the phrases are very important  such as we would like to ask something every sentences should be clear and polite 

Conversation- means greetings it is very important to start a letter with the greetings in a business letters such as when responding to the letter should be started in a greetings way  like starting with proper letter using dear or other words that greets the person 

Convinced-  means the sentences must be convinced, the sentences structure convincing apologies such as apologies first then continued with the letters 

Complete- it means the letter should be according to the format and the languages should be in a proper way such as professionals and straight to the point 

2. It wants to provide information on topics related to business. Information regarding the business must be keep as the formal letter to ease the organization to have a record.

3. Business letters provide valuable evidence for a transaction and thus provides a legal purpose. The proof must be in the formal way and that is why the organization need the formal letter to have the evidence.

4. Business letters become a reference material for future transactions between organizations and individuals. 

5.Business letters inspire all the people involved in the business to perform higher and better level performance. Impotant things that it can increase your performance management and have a better perfromance in the organization

Q2
Clear.The language used in the business letter must be clear. It helps the receiver to understand the message immediately, easily, and clearly. Any ambiguity will lead to the misinterpretation of the message stated.

2. Simple.The language used in the business letter must be simple and easy. One must not write a business letter in difficult and fancy words.

3. Concise.The message written in the letter must be concise and to the point.

4. Concrete.The message is written must be concrete and specific. By using concrete language, a reader will have a clear picture of the message.

5. Accuracy.One must always check for the accuracy of the business letter. Accuracy generally means no error in grammar, spelling, punctuations etc. Correct personnel should be targeted for communication.

Business letters are very important, it is a formal method of communication between people. It provide valuable information on business related matters, and serve a legal  purpose. A good business relationship is maintained through effective communication. 

.The first reason is to Represent company’s public image and competence. 

.Following by More personal than a report, yet more formal than memos or e-mail.

.More permanent than e-mail.

.Constitute an official legal record of an agreement.

.Letters follow up on telephone calls and other types of oral communications.

 

7 criteria of a good business letter 

. Clear - the info should be clear enough following by the sales number, references and also language all those information must be clear and straight to the point. 

. Concise - the message should be straightforward short so that easily can understand and such as, I’m not satisfied with your services or something like that it should be short and straight to the point the letter should must be in proper format. 

Correct- every single word should be professional business letter/ formal should use professional words do not do mistakes in letter. 

Courteous- which means be polite no matter how angry the person are when comes to business letter every words or sentences we want to create must be polite and following the format the phrases are very important  such as we would like to ask something every sentences should be clear and polite 

Conversation- means greetings it is very important to start a letter with the greetings in a business letters such as when responding to the letter should be started in a greetings way  like starting with proper letter using dear or other words that greets the person 

Convinced-  means the sentences must be convinced, the sentences structure convincing apologies such as apologies first then continued with the letters 

Complete- it means the letter should be according to the format and the languages should be in a proper way such as professionals and straight to the point

1.Exchanging business information
Letters are the most economical and convenient means of exchanging information

2.Establishing business relationship: 
Business letter plays an important role in establishing and maintaining relationship with various parties.

3.Creation of markets:
Circular letter a form of business letter, helps to create new markets for goods and services. 
4. Substitute to personal visit: Introduction of letters in business world relieves the business executives’ form visiting their clients, suppliers, creditors and other public groups by traveling a long distance. 

5.Saving cost and time: Business letters relieve busy executives from visiting personally their clients and other concerned parties. Therefore, valuable time and costs can be saved.

5 criteria of a good business letter

1. Clear

The language used in the business letter must be clear. It helps the receiver to understand the message immediately, easily, and clearly. Any ambiguity will lead to the misinterpretation of the message stated.

2. Simple

The language used in the business letter must be simple and easy. One must not write a business letter in difficult and fancy words.

3. Concise

The message written in the letter must be concise and to the point.

4. Concrete

The message is written must be concrete and specific. By using concrete language, a reader will have a clear picture of the message.

5. Accuracy

One must always check for the accuracy of the business letter. Accuracy generally means no error in grammar, spelling, punctuations etc. Correct personnel should be targeted for communication.