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Business Letter Writing (Basics)


Here are the basics of good business letter writing.


Starting the letter
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)
Quoting the reference
With reference to your advertisement in the Times, …
your letter of 23rd March, …
your phone call today, …
Thank you for your letter of March 5th.  
Giving the Reason for Writing
I am writing to enquire about … apologize for … confirm …
Requesting something
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.
To end the letter
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)


 

 

 

EXERCISE:

Use all these items to build a good letter:

1) Thanking you in advance.

2) Dear Sir or Madam,

3) Laurent Camus

4) Please let me know what method of payment would suit you.

5) Our ref: PST/MM/32

6) I would be grateful if you could send to the above address a copy of the recently book "Learning English" by John Martin, which I have been unable to find in France.

7) September, 21st 2002

8) Yours faithfully,

9) From:
Laurent Camus
11 rue du Temple
98235 Belle-Ville

To:
My Bookshoop
Park Road
LE1 3CE Leicester
ENGLAND

 

CORRECTION

From:
Laurent Camus
11 rue du Temple
98235 Belle-Ville

 

To:
My Bookshoop
Park Road
LE1 3CE Leicester
ENGLAND

 

Our ref: PST/MM/32

 

September, 21st 2002

 

Dear Sir or Madam,

I would be grateful if you could send to the above address a copy of the recently book "Learning English" by John Martin, which I have been unable to find in France.

Please let me know what method of payment would suit you.

Thanking you in advance.

Yours faithfully,

Laurent Camus