Business Letter Writing

Business Letter Writing
Points to remember *2:

Plan your letter before you start
writing to make sure it says everything
you want to say and says it in a logical
sequence.
The layout and presentation of your
letter is important as they give the
reader the first impression of the firm’s
efficiency.
Ask yourself if the letter represents your

organization in a correct way.
Ask yourself if the recipient will
understand your letter quickly.
Include just the right amount of
information in your letter (better include
too much than too little).
Use a simple but polite style of
language.
Accuracy is important.
Your letter should be clear. Take care
with abbreviations and figures.
Pay special attention to titles, names
and addresses, prices and specifications,
enclosures.
Elements of a business letter
letterhead or return body or text,
address, complimentary
date line,
close,
personal or
signature,
confidential notation,
inside address, name and title lines,
attention line, enclosure line,
 salutation, copies line,
subject or reference postscript.
line,
Letterhead
Letterhead
Mandatory elements:
Firm’s name,
Address (including zip code and area code)
Telephone number,
Www.
Optional elements:
A logo,
The executive’s name and title,
A good letterhead should be:

readable, informative and attractive BUT
not too attention occupying
If there is no letterhead, a company has to include its address
two lines immediately preceding the date line.
Date
The date is written bellow the sender’s address,
sometimes separated from it by a space.
Two most common forms:
November 27, 2009 (AmE)
27 November, 2009 (BrE)
The month is never abbreviated, the day is never
spelled out, and endings for numbers (27th) are not
usually used.
The shortened date can also be used:
11/27/2009 (AmE)
27/11/2009 (BrE)
Confidential or personal notation
Example:
Private & confidential
Below the date but above the address of the
person you are writing to (recipient)
Between the date line and the inside address.
The same notation should be put on the
envelope.
Inside address
The address of the recipient
Example:
Soundsonic Ltd.
25, Warwick Street, Forrest Hill,
London SE23 1JF
UNITED KINGDOM
Always on the left and single spaced.
The recipient’s name (if stated) is followed by the
company’s name, the department or division, the
street address, city postal code and country
If one of the lines is very long, put half of it on the
next line, indenting two or three spaces.
Recipients
The recipient’s name (if stated) and the title are
separated by a comma
The title can be underneath the name or omitted.
If you are writing to more than one person, make a
list of the names in alphabetical order.
Attention line
Example:
Attn: Sales Manager
This is used when you do not know the name of the
person you are writing to.
This line can also be printed before the address of
the company.
Subject title
Example:
SUBJECT: Quadraphonic sound systems
The subject title
 Provides a further reference,
 Saves introducing the subject in the first paragraph,
 Immediately draws attention to the topic of the
letter,
 Allows the writer to refer to it throughout the
letter,
 Quickly identifies the purpose of the letter,
 Should be less than one line/one or two words.
Reference line
Example:
Ref No: 99887/09
References indicate what the letter refers to (Your
Ref.) and the correspondence to refer to when
replying (Our Ref.).
When referring to an order number or to a reference
number used by you or your recipient, make sure you
quote all references accurately.
It can be placed instead of the subject title.
Salutation
Example:
Dear Sir,
Dear Sirs,
Dear Madam,
Dear Sir or Madam,
Dear Mr. James,
Should be written below the address and with a space

of one or two lines before the body of the letter.
It is followed by a comma (,) or a colon (:), which is
optional
Body of the letter
Deals with:
how much information to give,
what sort of style to use,
how to make a letter as clear, informative and
accurate as possible.
.
Sequence
All the necessary points should be made in a
logical sequence
Each piece of information linking with the
previous one in a pattern that can be followed.
SO, put the ideas and information in logical order.
Length
The length depends on:
 the subject of the letter

the style and the language used.
The right length includes the right amount of

information
Style
Avoid slang, jargon, buzz words, and elitist language.
Avoid the passive voice.
Use the active voice and active verbs.
Use full rather than abbreviated forms.
 Be brief. Give short but clear explanations, instructions,
reasons.
Be specific. State the facts.
Be pleasant, positive, lively, and encouraging.
Use the word “you” in the opening sentence, but avoid
using too many “you”-s in your letter.
“I”-s should be used when you are speaking about yourself.
“We”-s should be used when speaking on behalf of your
company or a group of associates.
First paragraph:
State the main idea in the first or second sentence
of your letter.
These sentences should catch the reader’s eye and
get him to react to your letter.
In the first paragraph you will:

Thank your correspondent for his letter (if
replying),
Introduce yourself and your company if necessary,
State the subject of the letter,
Set out the purpose of the letter.
Second paragraph:
The main part of the letter is concerned with:
Points that need to be made,

Answers you want to give,
Questions you want to ask.
Final paragraph:
When closing the letter ….
Thank the person for writing, if you reply.

Encourage further enquiries and
correspondence,
Mention that you look forward to be hearing
from the person soon.
Important issues from the previous paragraphs
may be restated.
Complimentary close
Example: Yours sincerely,Yours faithfully, Yours
truly,Truly yours,
If the letter begins Dear Sir, Dear Sirs, Dear

Madam, or Dear Sir or Madam, it will close with
Yours faithfully.
If the letter begins with personal name (Dear Mr

James), it will close with Yours sincerely.
Leave one line between the body of the letter and

the complimentary close.
Signature
The signature block consists of your typed

name, your handwritten signature and your
position in the firm.
The handwritten signature should be between

the complimentary close and the typed name
and title.
Name and title
Four or more spaces should be left below the
complimentary close for your name and title.
A courtesy title (Mr, Mrs, Miss, Ms) may be

included.
 Omit the name and title if they appear on the

letterhead.
Per pro
The term per pro is sometimes used in
signatures and means:
for and on behalf of.
Enclosure line
Enc.: or Encl.: Bill of lading (5 copies)

Enclosures may include leaflets, prospectuses,
CVs
They can be mentioned at the bottom of the
letter after Enc. or Encl.
If there are a number of documents, these are
listed.
Copies line - c.c. (carbon copies)
Example:
C.c. Mr. Jones
C.c. is written when copies are sent to people other
than the named recipient.
put c.c. and list the individuals receiving the copies
of the letter by full name and title.
b.c.c. (blind carbon copies) is written on the copies
themselves (not on the top copy) if you do not want
the named recipient to know that other people have
received copies.
Postscript
Example:
P.S.
A note for additional attention is usually put on
the left, two or three lines below the last line

Business Letter Writing

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Business Letter Writing

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Business Letter Writing

Points to remember *2:

Ask yourself if the letter represents your

A good letterhead should be:

Should be written below the address and with a space

The length depends on:

 the subject of the letter

The right length includes the right amount of

In the first paragraph you will:

Points that need to be made,

Thank the person for writing, if you reply.

If the letter begins Dear Sir, Dear Sirs, Dear

If the letter begins with personal name (Dear Mr

Leave one line between the body of the letter and

The signature block consists of your typed

The handwritten signature should be between

A courtesy title (Mr, Mrs, Miss, Ms) may be

 Omit the name and title if they appear on the

Enc.: or Encl.: Bill of lading (5 copies)

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