Letters
Email has replaced letter-writing for most written communication. Printed letters, however, are the only acceptable method when the message is sensitive , confidential , or urgent . There are several ways to format a business letter, but this lesson deals with the most popular format known as full block.Business Letters usually contain the following parts: the sender’s address, the date, the inside address (recipient’s address), the opening salutation , the body, the complimentary close , and the sender’s signature and printed name with title.
1. The Address
Your address should be the first item at the top of the letter. Skip this if you are using letterhead stationary that includes your company’s address.2. The Date
The date is usually typed in one of two ways:10 January 2008 (begin with the day, no comma)
OR
January 10, 2008 (begin with the month, use a comma)
3. The Inside Address
The inside address should begin with the complete name and title of the recipient . Use Mr. for men and Ms. for women.4. The Opening Salutation
The opening salutation may be written in various ways depending on the relationship between the sender and the recipient. Here is a general guide:Dear Sir / Madam, - formal, to an unknown recipient
Dear Ms. Jones, - formal and friendly
Always use a comma or colon after the salutation. Colons are more popular among American businesspeople.
5. The Body
The body of the business letter should be as short and concise as possible, but contain all necessary details. It should include an opening, body, and conclusion.6. The Complimentary Close
The complimentary close, like the opening salutation, may be written in various ways:Yours Faithfully, - formal, to an unknown recipient (British style)
Yours Truly, - formal, to an unknown recipient (American style)
Respectfully, - most formal, used when writing to important people or giving bad news
Kind regards, - semi-formal, used more often in email
Sincerely, - semi-formal, used more often in letters
Type your name and title four lines below the complimentary close.
Example of a complete business letter in full block style:
| 123 Broughton Street Savannah, Georgia 31419 912-441-9932 October 23, 2008 Ms. Alana Tripp President Tripps And Travels 123 International Avenue New York, NY 10027 Dear Ms. Tripp, Thank you for opening an account with our company. As one of the leaders in the industry, we can assure you that you will be satisfied with our services. I would like to take this opportunity to briefly explain our terms and conditions for maintaining an open account with our firm. Invoices are payable within 30 days of receipt, with a 2% discount available if your payment is remitted within ten days of receipt. This is an excellent opportunity for our customers to increase their profit margin; we therefore encourage the use of this discount whenever possible. At various times throughout the year, we may offer our customers additional discounts on our products. In determining your cost in this case, you must apply your special discount first, and then calculate your 2% discount for early payment. As the credit manager, I will be happy to answer any questions you may have regarding your new account. I can be reached at the above number. Welcome to our family of customers. Sincerely,  John Doe Credit Manager Enclosures: 2 |
Useful Language for Business Letters
Explaining Reasons For WritingI am writing to inquire about...
I am writing to inform you...
I am writing in reference to...
Agreeing To Requests
I would be happy to...
It would be my pleasure to...
Explaining Enclosed Content
We are pleased to enclose...
Enclosed you will find...
Thanking
We would like to thank you for...
We are deeply grateful...
Before Bad News
We regret to inform you that...
Regrettably,...
Unfortunately,...
Apologizing
We truly regret that...
We would like to sincerely apologize for...
Informing
Please be aware that...
I would like to inform you that...
Closing Comments
We look forward to...
... hearing from you.
...welcoming you as a client.
...receiving your order.