The Basics of Business Letter Writing

Original text by Kenneth Beare, About.com Guide Available at http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually found in any standard business letter. These basics of business letters are important because certain formulas have to be recognized and handled accordingly. Think of a basic business letter in three steps: Introduction The Reason for Writing 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, each type of business letter has its own standard phrases. Details The Specific Things You Would Like to Accomplish The details section of a business letter is extremely important. This is where you attempt to achieve your goals. Conclusion / Next Steps The Desired Course of Action Provide a call for future action. This can be a chance to talk in person, a follow-up letter etc. State the next steps you want to be taken (including the next steps you want the other person to take) explicitly. It is extremely important - and its actually expected from you to make this very clear for the person reading your business letter. The phrases presented in this guide provide a frame and an introduction to the content of business letters. By using these standard phrases, you can give a professional tone to your English business letters. Once you understand these basics, you can refine your business letter writing skills by focusing on different types of business letters, as well as on other business documents. The Start This is the part technically called the salutation. All business letters begin 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) To Whom It May Concern (idem) Dear Mr. / Mrs. / Miss or Ms. Smith, (use if you know who you are writing to and if you have a formal relationship with the person; 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) Notes: 1) If you are not sure about how formal you should be, always choose a formal alternative over informal one(s). 2) Writing to a specific person is always preferred, if at all possible. 3) In American English, Mr., Mrs., Ms. are usually followed by a dot. In British English, on the contrary, theres no dot following these abbreviations (e.g. Mr Smith, Mrs Adams, Ms Dawson). The Reference and the Reason for Writing This is the actual introduction of the letter. Begin by referencing a specific conversation or other contact means. With reference to your advertisement in the Times / the letter you sent me last Tuesday / your phone call today Thank you for your letter of March 5th If this is the first letter in a conversation or if referencing previous actions of the recipient doesnt make the reason for writing clear enough, you should also provide that reason in the introduction of your letter. I am writing to inquire about / apologize for / confirm / comment on / apply for 1

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. The Purpose Once you have introduced the reason for writing your business letter, move on to stating the specific goal 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 Good/Bad News We are happy / pleased to announce that / I have the pleasure to confirm /attest that Unfortunately / I am afraid that Examples: Could you possibly forward your job requirements? I am afraid that I wont be able to attend the conference next week. I would be delighted to give you a tour of our facility this coming month. Enclosing Documents Before moving up to the ending section, you might need to specify that you are also sending other documents with your letter. Never forget to do this when you enclose other documents. I am enclosing / Please find enclosed / Enclosed you will find (For email letters:) Please find attached / The attached file is the document that you requested. / The attachment is a draft Power Point presentation. Closing Remarks and Reference to Future Contact The closing section of your letter should include a closing remark and a statement regarding the next steps to be taken. Closing remarks: Thank you for your help / Please contact us again if we can help in any way. / There are no problems / If 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 The last step in your business letter must (always!) be a valediction (a complimentary close). 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, (Less formal valediction) Best regards, (Rather if the person is a close business contact or friend) Note: "Thank you" is not a complimentary close its a sentence. It belongs to the body of the letter and requires a period (a full stop) at the end. 2

Business Letter Sample 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 other way. Yours sincerely, Kenneth Beare Director of Ken's Cheese House

Now that you understand basic business letter writing style, take a look at the next material, concerning different types of business letters, in order to refine your skills for specific business purposes such as making inquiries, adjusting claims, writing cover letters and more.