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Business Letters in English

Written by Dyachenko Angelika

Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called "snail-mail" (in contrast to email which is faster). This lesson concentrates on business letters but also looks at other business correspondence. It includes: correspondence business letter english

· letter

· memo

· fax

· email

Who writes Business Letters?

Most people who have an occupation have to write business letters. Some write many letters each day and others only write a few letters over the course of a career. Business people also read letters on a daily basis. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients:

· business «» business

· business «» consumer

· job applicant «» company

· citizen «» government official

· employer «» employee

· staff member «» staff member

Why write Business Letters?

There are many reasons why you may need to write business letters or other correspondence:

· to persuade

· to inform

· to request

· to express thanks

· to remind

· to recommend

· to apologize

· to congratulate

· to reject a proposal or offer

· to introduce a person or policy

· to invite or welcome

· to follow up

Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context. When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the “bottom line”: the point you are making about a situation or problem and how they should respond. Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing, you must know your audience. In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter's content is clear and that you have proofread it carefully.

1.The introduction helps the reader understand in which context the letter should be considered. Possibilities include job interview inquires, business opportunity requests, complaints, and more. Of course, Eeach type of business letter has its own standard phrases.

2.Details - What you would like to accomplish The detail section of a business letter is extremely important. This is where you achieve your goals in writing a business letter.

3.Conclusion / Next Steps - What you would like to happen in the future Provide a call for future action. This can be a chance to talk in person, a follow-up letter or more. It's important and expected to make it clear what you would like for the next step from the person reading your business letter.

The Start

The start of any business letter begins by addressing the recipient of the letter.

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

Note: If you are unsure how formal you should be, always choose a more formal form. Writing to a specific person is always preferred if at all possible.

The Reference

Begin by referencing a specific conversation or other contact means. If this is the first letter in a conversation, you can also provide the reason for writing.

With reference to your advertisement in the Times, your letter of 23 rd March, your phone call today,

Thank you for your letter of March 5 th .

The Reason for Writing

I am writing to...

... inquire about

... apologize for

... confirm

... comment on

... apply for

Examples:

I am writing to inquire about the position posted in The Daily Mail.

I am writing to confirm the shipment details on order # 2346.

I am writing to apologize for the difficulties you experienced last week at our branch. Once you have introduced the reason for writing your business letter, move on to stating more specifically the purpose of your letter. Here are a number of possibilities:

Requesting

Could you possibly?

I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving Bad News

Unfortunately

I am afraid that

Examples:

Would you please forward your job requirements?

I am afraid that I will be unable to attend the conference next week.

I would be delighted to give you a tour of our facility this coming month.

Enclosing Documents

I am enclosing

Please find enclosed

Enclosed you will find

Closing Remarks

Thank you for your help Please contact us again if we can help in any way.

there are any problems.

you have any questions.

Reference to Future Contact

I look forward to ...

hearing from you soon.

meeting you next Tuesday.

seeing you next Thursday.

The Finish

Yours faithfully, (If you don't know the name of the person you're writing to)

Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

Here is a sample letter using some of these forms:

Ken's Cheese House

34 Chatley Avenue

Seattle, WA 98765

Tel:

Fax:

Email: kenny@cheese.com

October 23, 2006

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road

Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856 The order will be shipped within three days via UPS and should arrive at your store in about 10 days. Please contact us again if we can help in any way.

Yours sincerely, Kenneth Beare

Director of Ken's Cheese House

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