Guide to Basic Business Letters

iving Bad News:

Unfortunately
I am afraid that

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)

taken from: esl.about.com

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Agreeing to Requests

I would be delighted to

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Requesting

Could you possibly?
I would be grateful if you could

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Guide to Basic Business Letters

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 phrases are used as a kind of frame and introduction to the content of business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing successful business letters – arguing your business objective. By using these standard phrases, you can give a professional tone to your English business letters.

The Start
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)

The Reference

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

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How to Write a Business Letter

There are many different reasons for writing a business letter. However, most business letters follow some general guidelines as described below.

Here's How:

1. Use block style - do not indent paragraphs.
2. Include address of the person you are writing to at the top of the letter, below your company address.
3. After the address, double space and include date
4. Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Include Mr. for men or Ms for women, unless the recipient has a title such as Dr.
5. State a reference reason for your letter (i.e. "With reference to our telephone conversation..."
6. Give the reason for writing (i.e. "I am writing to you to confirm our order...")
7. Make any request you may have (i.e. "I would be grateful if you could include a brochure..."
8. If there is to be further contact, refer to this contact (i.e. "I look forward to meeting you at...")
9. Close the letter with a thank you (i.e. "Thank you for your prompt help...")
10. Finish the letter with a salutation (i.e. "Yours sincerely,")
11. Include 4 spaces and type your full name and title
12. sign the letter between the salutation and the typed name and title

Tips:

1. Keep the letter brief and to the point
2. Do not use shortened verb forms - write them out (i.e. "don't instead of do not")
3. Always keep a copy of correspondence for future reference

taken from: esl.about.com

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