Business Correspondence: formula sheet

Key formulas

Standard order of parts

Letterhead → Reference no. → Date → Inside address → Salutation → Subject line → Body → Complimentary close → Signature → Designation

Optional parts such as attention line, enclosures and copy-to (cc) come where the style requires them. Enclosure and cc go at the end.

Body structure

Opening paragraph → Main paragraph(s) → Closing paragraph

Opening states the purpose, middle gives details, and the close states the action expected.

Salutation and close pairing

Dear Sir / Madam → Yours faithfully; Dear Mr Sharma → Yours sincerely

Use the formal pair when you do not know the name. Use the second when you address a named person.

Full block

All parts aligned to the left margin; no indentation; open or standard punctuation

Fastest to prepare. Suits routine, high-volume office letters.

Modified block

Date, close and signature at right or centre; all other parts at left; no paragraph indents

A formal look with moderate typing effort.

Indented

First line of each paragraph indented; date and close at right

Slowest to type. Traditional and often used in handwritten letters.

Punctuation patterns

Open = no punctuation in address, salutation and close; Mixed/Closed = punctuation used

Do not confuse punctuation pattern with layout style.

The 7 Cs

Clarity + Conciseness + Concreteness + Correctness + Completeness + Courtesy + Consideration

Some sources use a slightly different list. Learn these seven and be ready to name others, such as a positive tone.

Memory line

Clear, Concise, Concrete, Correct, Complete, Courteous, Considerate

Write them in this order in the exam so none is missed.

You-attitude

Reader's interest first: use 'you' and 'your' more than 'I' and 'we'

This is the practical form of consideration.

Positive tone rule

State what can be done before what cannot be done

Soften refusals and avoid blame words such as 'failure' or 'your mistake'.

Standard layout

Sender's address → Date → Receiver's address → Subject line → Salutation → Body → Complimentary close → Signature and name

Use this order for every letter. Do not leave out the subject line.

Enquiry letter content

Source of information + goods wanted + price, discount, terms, delivery + request for reply

State clearly what you need. Mention if you may place a bulk order.

Quotation content

Thanks + price + discount + packing and delivery + payment terms + validity period

Always include how long the offer is valid.

Order letter content

Reference to quotation + item, quantity, rate + delivery date and place + payment mode

Be exact. Vague orders cause disputes.

Complaint letter content

Reference of order + exact fault + inconvenience caused + remedy sought + deadline

Stay factual and polite.

Sales letter (AIDA)

Attention → Interest → Desire → Action

End with a clear call to action such as a visit or call.

Collection letter stages

Reminder → Follow-up → Strong appeal → Final notice

Tone becomes firmer at each stage.

Memo format

Organisation name → MEMORANDUM → Ref. No. and Date → To / From → Subject → Body → Name, designation and initials

Usually has no formal salutation or complimentary close. Keep it brief.

Circular format

Letterhead → Circular No. and Date → Subject → To (all concerned) → Body → Signatory with designation

One message for many readers. Use clear, uniform wording.

Notice format

Name of organisation → NOTICE → Date → Heading/Subject → Body (what, when, where) → Name and designation of issuer

Include date, time and venue for meetings. Keep it concise.

Office order format

Letterhead → Office Order No. and Date → Subject → Order text with effective date → Issuing authority's signature → Copy to (distribution)

State the effective date clearly and list who gets copies.

Professional email format

To / Cc / Subject → Salutation → Opening purpose → Details → Action required → Closing → Signature block

Subject line should state the purpose in a few words.

Official letter order

Letterhead → Ref. and Date → Inside address → Salutation → Subject → Body → Complimentary close → Signature, name, designation

Use Dear Sir/Madam with Yours faithfully, or a named person with Yours sincerely.

Quick revision

• A business letter is a formal written message used for business purposes.
• Main parts: letterhead, reference, date, inside address, salutation, subject, body, close, signature, enclosures.
• Layout styles differ mainly in how lines and paragraphs are indented or aligned.
• In a fully blocked layout, every line starts at the left margin.
• Salutation and complimentary close must match: for example, Dear Sir with Yours faithfully.
• If you know the person's name, use Dear Mr Sharma and close with Yours sincerely.
• Effective letters are clear, concise, courteous, correct and complete.
• Keep the subject line short and specific.
• A complaint letter states the facts, the inconvenience and the action you expect.
• An order letter must give quantity, description, price, delivery date and payment terms.
• Use a polite and firm tone in collection letters, never a rude one.
• Mention enclosures at the end and attach what you list.

Common mistakes

• Writing the parts in the wrong order, such as placing the date after the salutation. Fix: Revise top to bottom: letterhead, reference, date, inside address, salutation, subject, body, close, signature.
• Pairing 'Dear Sir' with 'Yours sincerely'. Fix: Use 'Yours faithfully' with Dear Sir or Madam, and 'Yours sincerely' with a named person.
• Placing the date at the right in a full block letter. Fix: In full block, every line starts at the left margin without exception.
• Indenting paragraphs in modified block. Fix: Modified block moves only the date, close and signature. Paragraphs stay flush left.
• Listing the Cs without explaining them Fix: Write at least one line of meaning for each C. Names alone earn few marks.
• Confusing clarity with conciseness Fix: Clarity means easy to understand. Conciseness means fewer words. A short letter can still be unclear.
• Skipping the subject line or putting it in the wrong place Fix: Place a short subject line after the receiver's address and before the salutation.
• Writing an angry, rude complaint letter Fix: State facts, name the remedy and keep a firm but courteous tone.
• Mixing up memo and circular formats Fix: Ask who receives it. One person or small group with a specific matter is a memo. Many readers with the same message is a circular.
• Leaving out the date, reference number or subject line Fix: Write the skeleton labels first, then fill in the body.

Exam tips

• Always write the parts in order and add one line of purpose to each. Bare lists earn fewer marks.
• If asked to draft a letter, show every part, including subject line and enclosure, because marks are often given for format.
• Learn the salutation and close pairs. They are a favourite small question.
• Use numbered points for functions. They are quick to write and easy for the examiner to mark.
• Spend the 15 minutes of reading time choosing which letter or theory question to attempt first.
• For 'differentiate' questions, give at least four points: alignment, indentation, speed and use.
• Memorise one line for each style so you can start your answer instantly.
• In a drafting question, state the style you are using, then follow it strictly.