Some lengthy contracts may be printed on 8. If you're printing the letter to send, consider printing the letter on company letterhead. This lends it a more professional air and provides your company's logo and contact information.
Include information about your company. List your company name and the company address, with each part of the address written on a different line.
If you're self-employed or an independent contractor, add your name either in place of the company name or above it. If your company has pre-designed letterhead, you can use this instead of typing out your company and address.
If you're typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company's preference. Writing out the full date is the most professional choice. For example, write either "April 1, " or "1 April If you wrote your letter over several days, use the date that you finished the letter.
Add the recipient's information. Write out the recipient's full name, title if applicable , company name, and address in that order, with each piece of information on a separate line. If necessary, include a reference number. The recipient's information should be left justified a few lines below the date.
It is best to address the letter to a specific person. This way, an actual person will be able to respond to your letter. The salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you're writing, how well you know them and the level of formality in your relationship.
You may also use the recipient's title and last name, e. Part 1 Quiz In a best case scenario, who should you address your business letter to? To the company at large. To a specific person. Strike the right tone. Time is money, as the saying goes, and most business people hate to waste time.
The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with "I am writing you regarding Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences - your intent should be to communicate what needs to be said as quickly and cleanly as possible.
Be persuasive in your letter. Most likely the purpose of your letter is to persuade your reader to do something: Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is.
Explain your position in as few words as possible. Use the active voice. When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice.
The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point. The sunglasses are not designed or manufactured with attention to their durability. Your company designs and manufactures sunglasses without attention to their durability. Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know," "I mean," or "wanna.
If you know the recipient well, it's fine to include a friendly line sending good wishes. Use your judgement when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke. Even if you are writing with a complaint or concern, you can be courteous.
Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful. For example, a discourteous complaint might read: Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Include the page number on the second and subsequent pages, at the top of the page.
In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Part 2 Quiz Why should you avoid writing your letter in passive voice? It is not formal enough. So you can use personal pronouns. To make your writing sound more personal. Passive voice is rude. The closing, like the salutation, is an indicator of respect and formality.
Leave about four lines empty for your signature. Sign the letter after you've printed it, or, if you're sending it via email, scan an image of your signature and affix it to this part of the letter.
Blue or black ink is preferred. Include your typed name and contact information. Beneath your signature, type your name, title, phone number, email address and any other applicable means of contact.
Give each piece of information its own line. Then it is clear who worked on this letter. Some styles add a slash between the two sets of initials: Make note of enclosures. If you've enclosed additional documents for the recipient to review, note this a few lines beneath your contact info by noting the number and type of documents.
If you are sending a copy of the letter to another person, you should include this on the letter. How to write a letter of resignation. Archaic words have a charm that never fades away, from French sounding to wondrously mysterious ones.
Reference The first element tells the recipient what your letter refers to: With reference to your classified advertisement in… With reference to your letter of 19 th June… With reference to our phone conversation yesterday afternoon… This element is important as a beginning because several days or weeks may go by before your letter is delivered, and it provides the recipient with the context of your letter or refreshes his or her mind.
Reason for writing Next, state your reason for writing: I am writing to inquire about your offer… I am writing to confirm delivery of… If you want to ask for something, be specific and humble: Could you possibly extend my deadline…?
If you are agreeing to a request, be specific and gracious: I would be delighted to speak to your organization about… If you must decline, be appreciative: Enclosed Documents Having given whatever information is required: I am enclosing my invoice, which details… or, more formally , Please find enclosed a copy of your letter… For more on enclosed documents, see: Closing remarks In your closing remarks, it is appropriate to: I look forward to hearing from you soon… I look forward to our meeting next week… I look forward to seeing you next Friday.
Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post.
State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case.
Closing Paragraph Give your availability for interview, thank them for their consideration, restate your interest and close the letter. A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy.
Opening Paragraph Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them. Paragraph 2 Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you. Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it.
Closing Paragraph Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.
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ENGLISH VOCABULARY for ESL learners WRITING BUSINESS LETTERS page 1 Useful phrases and vocabulary for writing business letters.
Well, business people actually write and read business letters all the time. You can send a business letter via email (as an attachment or in an email) or as a hard copy (printed on paper). Business letters are more formal than business emails.
This short guide lists the most frequently used phrases in english to make writing letters and emails easier. Click here for the introduction. People write business letters and emails for a variety of reasons--to request information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly.
How to write a business letter. Always consider your audience when preparing a business letter. Do not say something in a letter that you would not say to the person in a face-to-face situation, and do not put in writing anything that might later embarrass you or your company, commit you or your company to something that you might not be able to fulfil, or be used against you (or your company. Examples of business letters, memos and emails in English that you can copy and modify as required. With business letter vocab chart. For learners of Business English.