Guide to Basic Business Letters

The Basics


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.
By using these standard phrases, you can give a professional tone to your English business letters.

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.

The Start

Dear Personnel Director, Dear Sir or Madam (use if you don't know who you are writing to) Dear Mr, Mrs, Miss or Ms (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 enquire about apologize for confirm

Requesting

Could you possibly? I would be grateful if you could

Agreeing to Requests

I would be delighted to

Giving 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)

Here is a sample letter using some of these forms:

Ken's Cheese House
34 Chatley Avenue Seattle,
WA 98765
Tel: (206) 456 8967 Fax: (206) 456 6745
Email: kenny@cheese.com

Fred Flintstone
Sales Manager
Cheese Specialists
Inc. 456 Rubble Road Rockville,
IL 896756



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

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare Director of Ken's Cheese House


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:

Use block style - do not indent paragraphs.
Include address of the person you are writing to at the top of the letter, below your company address.
After the address, double space and include date
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.
State a reference reason for your letter (i.e. "With reference to our telephone conversation..."
Give the reason for writing (i.e. "I am writing to you to confirm our order...")
Make any request you may have (i.e. "I would be grateful if you could include a brochure..."
If there is to be further contact, refer to this contact (i.e. "I look forward to meeting you at...")
Close the letter with a thank you (i.e. "Thank you for your prompt help...")
Finish the letter with a salutation (i.e. "Yours sincerely,")
Include 4 spaces and type your full name and title
sign the letter between the salutation and the typed name and title

Tips:

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