Writing a business letter
Table of Content
Introduction………………………………………………
Chapter 1 Writing a business letter………………………….……6
1.2 What is a business letter ………………………………………………………………………6
1.3 Basic things to keep in mind …………………………………………………………………7
1.4 Planning a business
letter………………………………………………………………
1.5 Format and Font……………………………………………………………………
1.6 Proofreading………………………………………………
Chapter 2 Forms of business correspondence……………………16
2.1 Layout and Parts of business letter………………………………………………………...
2.2 Different categories of business letter…………………………………………………..27
2.3 Formatting envelopes for business letters…………………………………………………….42
2.4 Formatting business
email……………………………………………………………….
2.5 Fax………………………………………………………………………
Conclusion……………………………………………………
List
of references……………………………………………………
Appendix…………………………………………………………
Business letter vocabulary……………………………………………………
……………49
Phrases in writing letters……………………………………………………………
……..50
INTRODUCTION
The theme of my diploma paper is ‘business letter”. In this paper we shall approach the problem of meaning to those who doesn’t know exactly what is business letter is? We shall. begin with some familiar, traditional parts, styles and then introduce some categories (letters of requiry, invitation letters, application letters and etc). And in the end of my work I depicted some specific ways of formatting envelops, e-mails and faxes which will help us to send the letter where ever you want.
The aim of my work is to simplify the writing of business letters. The term "business letter" makes people nervous. Many people with English as a second language worry that their writing is not advanced enough for business writing. This is not the case. An effective letter in business uses short, simple sentences and straightforward vocabulary. The easier a letter is to read, the better. You will need to use smooth transitions so that your sentences do not appear too choppy.
This handout will show how to write business letters required in many different situations from applying for a job to requesting or delivering information to private letters. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.
Actuality of the work
I found many resources on this theme, many books were written about writing all kind of business letter, many suggestions were opened there. I collected everything and tried to put it to my work, but do it with more easier way, to make it more approachable for young generation who needs just basic rules to know.
In recent years English has become a universal business language. Letter-writing, certainly, is not the same as casual conversation, it bears only the same power of thoughts, reflections, and observations as in conversational talk, but the form may be quite different. What makes the letter so attractive and pleasing is not always the massage of the letter, it is often the manner and style in which the massage is written.
E.g.: "I wish to express to you my sincere appreciation for your note of congratulation."
or
"I am sincerely happy that you were elected President of
Biological Society."
As you see such formulations show the attitude of the writer, his respect and sincerity.
Business letter has many types and categories, it’s not just the simple letter for anyone who you know, it’s require some skills to write it, so that is why I decided to show it on my research.
Theoretical value
When I wrote this work i take the book of Lukianov which was created especially for those who deal with business. This book lets us get more available information then the other sources.
Also there are many useful sites in internet, especially maintained by Patrick Burne, a retired business communication consultant. He is consulting very clearly and in order.
The practical part contains several examples of business letters; the occasions on which they were written and some of their characteristics are observed.
Letter writing - is an essential part of communication, an intimate part of experience. Each letter-writer has a characteristic way of writing, his style of writing, his way of expressing thoughts, facts, etc. but it must be emphasised that the routine of the official or semi-official business letters requires certain accepted idioms, phrases, patterns, and grammar which are found in general use today. Therefore certain skills must be acquired by practice, and details of writing must be carefully and thoroughly learnt.
Methods of research
Correspondence method - in the case of "scientific correspondence" the majority of letters bear mostly a semi-official character and are concerned with different situations associated with scientific activities concentrated around the organisation of scientific meetings (congresses, symposia, workshops, etc.), the arrangement of visit, invitation, publication, the exchange of scientific literature, information, etc. Letters of this kind have a tone of friendliness, naturalism. Modern English letters should not be exaggerated, overburdened, outmoded with time-worn expressions. The key note is simplicity. Modern letters tend towards using the language of conversational style.
Descriptive method -writing is not only a means of communication and contract, but also a record of affairs, information, events, etc. So it is necessary to feel the spirit and trend of the style in order to write a perfect letter.
My diploma paper consists of introduction, two chapters, Conclusion, List of references and Appendix.
Introduction includes the short description of my paper, aim of my work, why i choose this theme, actuality of my work, theoretical value, practical value, and methods of research.
First chapter named “writing a business letter” is containing plans for writing, structure and parts of business letter in which the reason for writing the letter is made clear.
Second chapter depicts the layout different parts of business letter for those who do not know how to write it, then goes categories and types of business letters in different occasions with different kind of samples. In the end of this chapter I described formatting of e-mails and faxes.
My conclusion depicts my own opinion on this theme and some peculiarities which are necessarily for people who want to create a business letter.
Chapter 1
What is a business letter?
First of all, I want to tell about Business letter itself, what he is represent and who is interested in it. A business letter is inherently different from other forms of business communication and usually sent through the Post Office or sometimes by courier. 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
Business letters are sometimes called "snail-mail" (in contrast to email which is faster). It includes:
- letter
- memo
- fax
Business
letters are more formal than a telephone call and requires language more
formal than that used in a telephone call. But letters should not be
needlessly stiff and unreadable.
Your letters should sound as though you are a person, should let the
reader see a bit of your personality so that after reading your letter
he feels that he knows someone from your company.
Before
you begin to write a business letter, take a few minutes to think about
its two most important elements: the message and the reader. The message
is what you are thinking - the idea you want to communicate to
your reader, whose mind you want to bring into conformity with your
own.
The effective business writer not only uses the language correctly but
also makes certain that every letter, every sentence is written from
the reader’s point of view. Be psychologically astute: to get your reader’s attention and
make a good impression, convey your sincere concern for his situation
and your recognition that he is the most important person in the world.
Business letter are usually written on printed company-forms (letter-paper).
The letterhead (the
heading) gives the name of the company, the postal and telegraphic addresses, the telephone number, the number of the telex, sometimes some other information such as: the names of important officials (e.g. directors), the particular official, to whom the company may wish to have all communication addressed.
Basic things to keep in mind
Business letters are COMPANY TO COMPANY written DOCUMENTS that will be referred to in the future and even used as legal evidence. DOCUMENTS convey information. .Your letters speak volumes about your company and you to other businesses and individuals . The right STYLE, the CONTENTS and the attractive APPEARANCE of your letter will establish contact and help to maintain the good will of the reader .
Before your potential client reads the letter you need to make an IMPACT. Otherwise they might not be interested enough to even bother to read it. Unless you WIN the TRUST and grab the ATTENTION of your reader there and then, the danger is that the letter will be put to one side, and eventually buried under other paperwork. When a potential business partner or client receives a thin papered A4 sheet with unclear type and spelling mistakes, they won't believe in the company's reliability. Because it is obvious that the sender doesn't even care to act professionally.
On the other side, if the sender has bothered to present a NEATLY typed sheet on DECENT paper, with the text done in correct English in the appropriate tone , - then it is an obvious conclusion to reach that the company deserves RESPECT. Through your letters YOUR COMPANY goes right into the addressee's home or office. Their impression of YOU is formed from your message. Stop and think about that aspect of business. Because it is vital that you fully realize the importance of your business letters
It is essential to understand that writing for a business context
or audience can be distinctly different than writing in the humanities,
social sciences, or other academic disciplines. Writing for business
should be crisp and succinct. It should be to the point, specific and
accurate. If you have not read many memos before, seek out some examples
(refer to the Recommended Texts section at the end of this handout).
In most cases, the business letter will be the first impression that
you make on someone. For this reason it is important that you are diligent
in your task of writing an effective business document. Even though
business writing is possibly less formal than it once was, your writing
must still adhere to the conventions of standard American English by
using conventional spelling and standard grammatical forms.
Business writing varies from the chatty, conversational style often found in email messages to a familiar co-worker, to the more formal, legalistic style found in contracts. In the majority of memos, email messages, and letters, a style between these two extremes is appropriate. Always remember, writing that is too formal can alienate readers, and an overly obvious attempt to be causal and informal may strike the reader as insincere or unprofessional. In business writing, as in all writing, knowing your audience is critical.
Pronouns and Active versus Passive Voice
The use of personal pronouns is important in letters and memos. Do not refer to yourself in the third person by using one or the writer. It is perfectly natural and appropriate to refer to yourself as I and to the reader as you. Be careful when you use the pronoun we in a business letter that is written on company stationary, since it commits your company to what you have written. When a statement is your opinion, use I; when it is company policy use we.
The best writers strive to write in a style that is so clear that their message cannot be misunderstood. Clarity should be the ultimate goal of your business writing style. One way to achieve a clear style, especially during revision, is to eliminate overuse of the passive voice, which plagues most poor business writing. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous, uninformative, or overly impersonal. Reliance on the active voice to keep the pace of the letter moving, use of personal pronouns, and a positive point of view will keep a reader interested. Two examples…
PASSIVE: It was discovered that the salary totals were incorrect.
[Who discovered it? The Accounting Department?]
ACTIVE: The Accounting Department discovered that the salary totals were incorrect.
Until now the study of writing business letters has consisted largely of contract phrases accompanied by brief essays evaluating their usefulness. The words are only samplings and are presented mainly to conduce writing business letters in a proper way. It will be wrong, however, to bring this list to an end without mention of a more general problem that arises in connection with no fixed word pattern at all. It arises, rather from using too many passives. Such phrases as "The material will be delivered";
"The start date is to be decided";
"The figures must be approved" are obscure ones leaving unsettled who it is that delivers, who decides, and who does the approving. Which side it is to be? Lawsuits are the plausible outcome of leaving it all unsettled. Passives used in contracts can destroy the whole negotiations. "You will deliver" is better for it identifies the one who will do delivering. Certainly, "must be approved by us" violates other canons. "We shall have the right but not the obligation to approve" is less unfortunate. There is no doubt that passives do not suit business letters, and if they go all the way through without adding something like "by you" or "by us" they are intolerable. Once in a long while one may find passives used purposely to leave something unresolved. In those circumstances they will be in class with "negotiate in good faith", which I've examined earlier.
Planning a Business Letter
A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing.
- Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names.
- The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish. Review some example reasons why people write business letters on the introductory page of this lesson.
- Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.
Be persuasive. Establish a positive relationship with your reader right away. If you have a connection to the reader - you've met before or have a mutual colleague, for example - mention it in your introductory paragraph. Whether you think your reader will agree with the point of your letter or not, it is important to find common ground and build your case from there.
Understand your reader well enough to anticipate how he or she will react when reading your letter. Address his or her needs or wishes, or a specific problem, and then outline your solution. Provide proof in the way of examples and/or expert opinions to back up your point. Make sure to maintain a friendly tone.
Conclude your letter with a "call to action." State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.
- Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy.
- A possible starting point is to reread the description of your task (e.g., advertisement of a job opening or instructions for a proposal submission). Making a short list or outline can facilitate drafting an effective piece of business correspondence. Think of your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. Next, identify qualifications or attributes, maybe even answers or objectives, that match the requirements that you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, or the use of platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, write them down. You will want to use the vernacular of your audience if it will contribute to the communication of your message or intentions.
- This list of requirements and attributes will serve as an introductory outline governing your writing and directing your focus. Make sure that it is satisfactory and thorough before you start to actually write the letter or business document. [3: 1990 ]
A note about format and font
Block style of letters
Use the proper format for a business letter. Block style is the simplest. In a block style letter, all letter parts begin at the left margin with no indentations.
There are two main styles of business letters: the full block style and the modified block style. When using full block style, all the elements are aligned to the left margin. With modified block style, the return address, date closing, signature, and typed name should be aligned along an imaginary line that runs down the middle of the page. All other elements are aligned at the left page margin.
When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Another widely utilized format is known as modified block format. In this type, the body of the letter is left justified and single-spaced. However, the date and closing are in alignment in the center of the page. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.
The following table shows examples of the different formats.
Block format |
Modified Block format |
March 16, 2001 Ernie English Dear Mr. English: The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader’s time. Sincerely,
Lucy Letter |
March 16, 2001 Ernie English Dear Mr. English: The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader’s time. Sincerely,
Lucy Letter |
Format
There are certain standards for formatting a business letter, though some variations are acceptable (for example between European and North American business letters). Here are some basic guidelines:
- Use A4 (European) or 8½ X 11 inch (North American) paper or letterhead
- Use 2.5 cm or 1 inch margins on all four sides
- Use a simple font such as Times New Roman or Arial
- Use 10 to 12 point font
- Use a comma after the salutation (Dear Mr Bond,)
- Lay out the letter so that it fits the paper appropriately
- Single space within paragraphs
- Double space between paragraphs
- Double space between last sentence and closing (Sincerely, Best wishes)
- Leave three to fives spaces for a handwritten signature
- cc: (meaning "copies to") comes after the typed name (if necessary)
- enc: (meaning "enclosure") comes next (if necessary)
- Fold in three (horizontally) before placing in the envelope
- Use right ragged formatting (not justified on right side)
Font
If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understand of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.
Another important factor in the readability of a letter is the chosen font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.
As far as punctuation after the salutation and closing is concerned, the standard is to use a colon after the salutation (never a comma) and a comma after the closing. There is also a less accepted format, known as open punctuation, in which punctuation is excluded after the salutation and the closing.
Proofreading a Business Letter
"Proofread" means to read a text carefully to check it for errors and general tone. You should always proofread a business letter before sending it.
The most important thing when proofreading any document is to read the text out loud. Print the letter rather than read it on your computer screen. Make notes where your letter sounds awkward. If possible allow one day between writing and sending your letter. You are more likely to spot any typos or other errors with a fresh eye. (If you have to respond to an important email on the same day, write it in the morning and proofread it after lunch.) Use a spell-check function on your computer program if possible. Computer programs are useful for pointing out passive sentences, subject-verb agreement problems etc. However, be careful when using grammar-check programs. Sometimes they will highlight a phrase that is not actually an error. If you are in doubt, try to simplify the sentence by using a sentence structure that you are more comfortable with.
If possible, ask another person to double-check your letter. You could offer to return the favour for your colleague and become proofreading partners. You can even use standard proofreading marks to make it easier to explain necessary changes. Type "proofreading marks" into an internet search engine, and send the list to your fellow proofreader.
Chapter 2
The Layout and Parts of a business letter (Расположение и части делового письма)
The ordinary business letter comprises the following principals parts:
The heading and sender’s address-Адрес отправителя
The Date - дата
The Inside address – Внутренний адрес
The Salutation- Приветствие
The subject Heading - Заголовок к тексту письма
The body of the letter – Текст письма
The closing paragraph – Заключительный абзац
The complimentary closing – Заключительная формула вежливости
The signature – Подпись
Enclosures and postscripts – приложения и постскриптумы
Each culture has it’s own way of organizing a letter and arranging it on a page. English-speaking people generally observe the following rules:
The Heading
The heading of a business letter should contain the return address (usually two or three lines) followed by a line with the date.
The heading is indented to the middle of the page in the modified block and semiblock styles. It begins at the left margin in the block style.
If the stationery is imprinted with the return address, then the return address may be omitted.
Sometimes a line after the address and before the date may include a phone number, a fax number, an E-mail address, or the like.
Particularly if the address uses three or more lines, it is good to skip a line before the date. When using the block style, always skip a line before the date.
Always include the date.
Example:
Acme Explosives, Inc.
100-B Dry Gulch Alley
Lonesome Coyote AZ 85789
(602) 555-5555
July 14, 1997
Sender’s Address
Including the address of the sender is optional. If you choose to include it, place the address one line below the date. Do not write the sender’s name or title, as it is included in the letter’s closing. Include only the street address, city and zip code. Some times it may contain a description of the business, trademark, telegraphic address, etc. Another option is to include the sender’s address directly after the closing signature.
Note: The order for sender's addresses in English is: house number, street, area code, place. If the order is different in your culture, keep to the structure used in your country, don't adopt the English way.
British style
Position: In British English, the sender's address is usually placed in the top right corner of the letter.
American style
Position: In American English the sender's address is usually placed in the top left corner, below the date, or at the end of the letter, below the signature..
Sender's address below the date:
October 30, 2003
Us Import Gmbh
Lincoln-Strabe 25
87953 Posemuckel
Tel. 0049 741 563 6219
Date
The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Abbreviations may be used for Jan. Feb. Aug. Sept. Oct. Nov. Dec. But do not write the month in figures. Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or center it horizontally.
British style |
American style |
|
12th November, 19 12 November 19 12 Nov. 19 |
November 12, 19 |
In British style you use date first, then month.
In American style goes month, date.
Inside Address
The inside address is the recipient’s address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person’s name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman’s preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman’s preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the sender’s address or one inch below the date. It should be left justified, no matter which format you are using.
Salutation
First and foremost, make sure that you spell the recipient's name correctly. You should also confirm the gender and proper title. Use Ms. for women and Mr. for men. Use Mrs. if you are 100% sure that a woman is married. Under less formal circumstances, or after a long period of correspondence it may be acceptable to address a person by his or her first name, for example Dear Mr Miller. When you don't know the name of a person and cannot find this information out you may write, "To Whom It May Concern".
Starts with a capital letter and is usually followed by a comma. It is also possible to use no punctuation mark at all. Leave one line blank after the salutation.
Business partners often call each other by their first names. In this case, write the salutation as follows: Dear Sue:
British |
American | |
Formal |
Dear Sir, Dear Sirs, Dear Madam, |
Dear Sir: Gentlemen: Dear Mr. Brown: |
Informal |
Dear Mr Brown, Dear Miss Smith, |
Dear Mr.Brown: Dear Miss Roberts: |
Personal |
Dear Mr Brown, My dear Brown, Dear Jim, |
Dear Mr. Brown, My dear Mr. Brown, |
Punctuation
In British English, don't use any punctuation mark or use a comma.
Dear Mr Miller or Dear Mr Miller,
In American English, use a colon:
Dear Mr. Miller:
Ms, Miss or Mrs?
- Mrs – to address a married woman
- Miss – to address an unmarried woman (rarely used now)
- Ms – to address a woman whose marital status you don't know; also used to address an unmarried woman
Note: The abrreviations Mr, Mrs etc. are usually written without full stops (Mr) in British English and with full stops (Mr.) in American English. [10:2005]
Open vs. Mixed Punctuation
When using open punctuation, no punctuation is used after the greeting or the complimentary closing.
Ex.
Dear Ms. Smith (greeting)
{BODY}
Sincerely (closing)
When using mixed punctuation, there is a colon after the greeting and a comma after the closing.
Ex.
Dear Ms. Smith: (greeting)
{BODY}
Sincerely, (closing)
Body of a Business Letter
Body - This is your actual message. Each paragraph should be even with the left margin and one line of space should appear between each section. It is important to make sure that each paragraph is clear and concise.
Capitalise the first word of the text (even if the salutation ends with a comma). The text is left-justified and a blank line is put after each paragraph. It is not common to indent the first line of a paragraph.
For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.
Content
- first paragraph: introduction and reason for writing
- following paragraphs: explain your reasons for writing in more detail, provide background information etc.
- last paragraph: summarise your reason for writing again and make clear what you want the recipient to do
First paragraph
In most types of business letter it is common to use a friendly greeting in the first sentence of the letter. Here are some examples:
- I hope you are enjoying a fine summer.
- Thank you for your kind letter of January 5th.
- I came across an ad for your company in The Star today.
- It was a pleasure meeting you at the conference this month.
- I appreciate your patience in waiting for a response.
After your short opening, state the main point of your letter in one or two sentences:
- I'm writing to enquire about...
- I'm interested in the job opening posted on your company website.
- We'd like to invite you to a members only luncheon on April 5th.
Second and third paragraphs
Use a few short paragraphs to go into greater detail about your main point. If one paragraph is all you need, don't write an extra paragraph just to make your letter look longer. If you are including sensitive material, such as rejecting an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather than opening with it. Here are some common ways to express unpleasant facts:
- We regret to inform you...
- It is with great sadness that we...
- After careful consideration we have decided...
Final paragraph
The final paragraph contains a statement of the writer’s intentions, hopes, and expectations about future actions, i.e. it serves as a summary of what has been discussed before and what is going to be
the next step.
Your last paragraph should include requests, reminders, and notes on enclosures. If necessary, your contact information should also be in this paragraph. Here are some common phrases used when closing a business letter:
- I look forward to...
- Please respond at your earliest convenience.
- I should also remind you that the next board meeting is on February 5th.
- For futher details...
- If you require more information...
- Thank you for taking this into consideration.
- I appreciate any feedback you may have.
- Enclosed you will find...
- Feel free to contact me by phone or email.
Note: Your text should be positive and well structured
Closing
It is a polite way of ending a letter.
The closing begins at the same horizontal point as your date and one line after the last body paragraph. Capitalize the first word only (i.e., Thank you).
American usage is different from British in some ways: ‘Your faithfully’ is not used-common endings are: ‘Sincerely’, ‘Truly’, followed by a comma.
Here are some common ways to close a letter:
British |
American | |
Fomal |
Yours faithfully, |
Very truly yours, Sincerely yours, |
Informal |
Yours sincerely, Yours truly, |
Sincerely yours, Cordially yours, |
Personal |
Your sincerely, Sincerely, With best wishes, Yours, |
Signature - After the body of the letter, a handwritten signature should appear on the line following your closing. Unless you have established a personal relationship with the person you are writing use both your first and last name.
Enclosures and postscriptes
Enclosures
If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures one line below the Signature. It may be preceded or followed by a figure indicating the number of enclosures if there is more than one, and the names of the documents in them, and the number of pages.
Enc. Specification No, 13/45 9(5 pages)
Carbon Copy
If there are copies of the letter to be sent to other addresses it is indicated under the Enclosure.
it should be noted on the letter with the 'copy' or 'carbon copy' reference.
Example: cc: John Doe, Jane Doe
Postscript – should be used as an emergency not as a normal conclusion only when information to be conveyed comes to hand after the letter proper has been completed. Otherwise it is a sign of bad construction of the letter. Postscript is abbreviated to PS ( not P.S)
In informal letters, afterthoughts that are added after the signature are usually introduced by P.C. (Latin for post scriptum = “written afterwards”)
Abbreviations
Sometimes, abbreviations at the very end of a letter are used to signify additional information. If you send a copy of your letter to someone other than the person addressed, use cc: followed by the name of the person or organization receiving your copy. If you are sending additional documents in the same envelope, use Enc.or Enclosure.If the letter is being typed by someone other than the person who wrote and signed it, the writer's initials should be given in capital letters, followed by a slash and the typist's initials in lower case letter: MT/fjr. When using multiple abbreviations, each one should appear on a separate line.
Different categories of the letters
A modern business man or lady has to deal with different kinds of letters in his routine activities.
You will probably use seven types of letters in your writing: letter of request, enquiry, information letter, invitation letter, congratulation letter, letters of gratitude, letter of apology, of confirmation, of complain, memo, cover letter, application letter, resume. Experienced candidates may wish to use a variant of the application letter called the resume letter. Each has its own purpose and use. Descriptions follow, and examples are provided.
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