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
Monday, 13 July 2009
Guide to Basic Business Letters
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
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
Saturday, 31 January 2009
Sample Letter of Interest
421 Liberty St.
Kenyon, MN 55021
June 7, 2007
DTI
111 Riverfront Ste 325
PO Box - Box 157
Wabasha, MN 55946
Attention: Jen Carlson
Dear Ms. Carlson:
Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my close friend, Paula Chavez who is in your employ, suggested that my special talents might benefit your customer service department.
Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an ethical and respectable manner. Added to my diligence in paying close attention to detail, as a representative of your company I would bring focus not only to the value of your services, but also to quality customer service and the ease of doing business with DTI. Furthermore, I am a hard, smart-working, self-starter who works equally well in a team environment or individually.
I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone (555) 454-1307 or e-mail, ljones@nowhere.com.
Thank you for your time in considering my qualifications.
Sincerely,
Signature
Linda Jones
Writing a Letter of Interest
The letter of interest is also called a “prospecting letter” and with good reason. It’s a type of cover letter you write when you’re searching for a golden job opportunity. The letter of interest is your first chance to make a good impression on a prospective employer.
Letters of interest are written to express your interest in working for a particular company in a specific field. Your letter may be written either in response to a job opening or just to investigate possible employment.
Human resource departments receive dozens of letters of interest each week. However, make your letter stand out from the crowd using the following tips:
- Before you write, do your homework. Research the background of the company and familiarize yourself with their products and/or services.
- Be sure to find out the name of the individual who does the hiring. Address your letter to his/her attention and use her/his name in the salutation. “To Whom It May Concern” and “Dear Sir or Madam” are both outdated and considered to be lazy or even rude.
- Start your introductory paragraph with the reason you are interested in pursuing employment with this company. Try not to start the first sentence with “I”. (See sample letter of interest.) Also, explain what prompted your inquiry, such as a classified advertisement, a media article or interview, or a referral from an employee.
- In the next paragraph(s), give specific examples of your qualifications. Don’t hesitate to indicate the reasons why you would be an asset to the company. Illustrate your skills, strengths, and achievements in a professional, yet personable way. Stay away from strings of abbreviated credentials. These, if you have them, should be on the resume you’ll enclose with the letter. Direct the reader to your resume and any other enclosures.
- In your final paragraph, thank the individual for his/her time in considering you as a new employee. Indicate a precise time when you will contact him/her by phone to follow up on your letter. Also, be sure to let the individual know how to contact you.
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