writing business letters

Writing Business Letters                                               

Format

Color White is the standard and should usually be

used Light tints (grey, blue, green, etc) are also

becoming popular Strong colours not to be used unless you

know it is acceptable to the reader

Size A4 is an acceptable size There are other sizes but not recommended

to be used unless one is in the creative field

Layout In a business letter format, there are many

layouts The three most popular are the semi-

blocked(indented), blocked/full-blocked & modified block format

People prefer the full-blocked simply because it is easier to type on the computer

Semi-Blocked Layout

Full Blocked Layout

Modified Block layout

Writing

Font & Punctuation The generally accepted font is Times New

Roman, size 12, although other fonts such as Arial may be used

If writing to a conservative company, one may want to use Times New Roman

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing

Class Activity1. Sincerely, Howard Lindham Howard Lindham, Director p.p. M. Raynor(identification initials)

2. CC: Jarrod Curtis orcc: Jarrod Curtis

(enclosure notations)

1. Yours sincerely, Howard Lindham Howard Lindham, Director HKL/mr(identification initials)

2. PC: Jarrod Curtis orpc: Jarrod Curtis

(enclosure notations)

Class Activity Enclosures: 3

Enclosures (3) 2 Enclosures Enclosure: Purchase Order No. 3506 Enc: Certificate of Origin

Order Form No. DS 5318

Complimentary Close Respectfully yours, (very formal)

Yours faithfully, (UK for business letters that begin with Dear Sir,

Dear Sirs, Dear Madam, Dear Sir or Madam)

Very truly yours, (polite and neutral for the US)

Complimentary CloseCordially yours, (quite informal)

Use “sincerely” and forget about figuring out the difference between complimentary closes

Leave four blank lines after the complimentary close to sign your name

Salutation “Dear Margaret Edwards” – ??

(used when not sure of gender; very formal use)

Body of the Letter – Use of Formal Language I wanted to take this Opportunity to thank you

for the excellent job you did in arranging financing for our project.

We appreciate the fact that you made yourself available for discussion seven days a week.

We were impressed by your thorough knowledge of financing and investment banking.

We would not hesitate to retain your services again and to refer your firm to any company seeking the best representation.

Body of the Letter – Use of Formal Language I look forward to hear from you OR I look

forward to hearing from you Congratulations on your promotion to

General Manager! OR I wanted to congratulate you on your new

position. Please refer to the enclosed/attached

invoice/brochure.

Body of the Letter – Use of Formal Language Thank you for showing interest. In response to

your question, I am enclosing the information herewith.

Thank you for your interest/inquiry. Enclosed is the information you requested

Your application for funding has been approved. Your request for leave has been granted

Body of the Letter – Use of Formal Language I am sorry to have to break the bad news but …

OR I regret to inform you … I hope to see you soon. OR Looking forward to meeting you. It is this regard we solicit your support and co-

operation in letting our students develop a case by studying your organization closely.

Body of the Letter – Use of Formal Language We assure you that the information shared by you

would help students develop valuable case studies that will solely be used for teaching and academic purposes.

Your cooperation in this regard would be highly appreciated.

I would like to express my interest in an entry-level analyst position with your Company.

Body of the Letter – Use of Formal Language I would like to be considered for your

Investment Banking Analyst Program, or a similar position that requires refined analytical and communication skills.

My educational background in government and business, combined with my internship experiences, has been an excellent preparation for a career with Company.

Body of the Letter – Use of Formal Language Please accept this as a letter of interest in a

summer internship position at The Bergen Gazette.

I would like the opportunity to further develop and hone the journalism skills I have acquired over the past three years.

I have found the deadlines and responsibilities associated with these positions challenging and rewarding.

Business Letter - Quiz Which of the following is used to start a

very formal letter? Dear John

Hi SuzyMy Dear ElaineDear Sir or Madam

Business Letter - Quiz Which of the following is a way of starting a

formal letter?

Thank you for your letter dated 26 August 2005.Thanks for your letter, it was great to hear from you.Thank you for your letter about...Thanks for dropping me a line...

Business Letter - Quiz Which of the following is an expression suitable

for a formal letter? Regards to Jane Please give my regards to Jane Say hi to Jane Give Jane my best wishes

Business Letter - Quiz Formal or Informal Expression? Hope to see you soon. (Informal) Looking forward to a swift response.

(Informal) I look forward to hearing from you soon.

(Formal)Looking forward to meeting you.(Formal)

Limit sentences to seven or eight words, and limit paragraphs to four or five lines

Meaning of Abbreviations cc - courtesy copy pc – photo copy p.p. – per pro meaning ‘by one acting as an

agent’

Thank you!