Business Letter Writing Basics.

pdf
Saved to Dropbox 29 Dec 2016, 05A58

ABOUT.COM FOOD HEALTH HOME MONEY STYLE TECH TRAVEL MORE

Search...

About.com About Education English as 2nd Language ... English Writing Style - Sentence, Paragraph and Essay Writing Skills

Business Letter Basics

By Kenneth Beare SHARE PIN
English as 2nd Language Expert

Ads Business Forms Business Writing Letter Business Letter Template Content Writing Letter Writing Help

Updated April 25, 2016.

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.
This basic of business letters are
important because certain formulas are
recognized and handled accordingly.

Think of a basic business letter in three

steps:

Introduction - The Reason for

Writing

The introduction helps the reader

understand in which context the letter
should be considered.

Ads Possibilities include job interview inquires,

Business Name Available?
www.directincorporation.com
Incorporate A C-Corp, S-Corp Or LLC.
Free Corporate Name Search!
Free Business Plan
onlineforms.lawdepot.com
Edit, Print and Download. Create a
Professional Business Plan
How to Write Good SOPs
comprose.com
Proven System to Write, Maintain
Procedures People Understand
Business Forms
Business Writing
Letter
Business Letter Template
Content Writing
business opportunity requests, complaints,
and more. Of course, Each type of business
letter has its own standard phrases.
Details - State your Business
The detail section of a business letter is
extremely important. This is where you
achieve your goals in writing a business
letter.
Sign Up for Our
Conclusion / Next Steps - Future
Free Newsletters
Actions
About Today
Provide a call for future action. This can be a
Eating Healthy
chance to talk in person, a follow-up letter
or more. It's important and expected to English as Second Language
make it clear what you would like for the
Enter your email SIGN UP
next step from the person reading your
business letter.

The phrases presented in this guide provide

a frame and introduction to the content of business letters. At the end of this guide, you ENGLISH AS 2ND LANGUAGE
will find links to sites that give tips on the dicult part of writing successful business
English for Beginners
letters - arguing your business objective. By using these standard phrases, you can give
a professional tone to your English business letters. Once you understand these basics, Intermediate Level English

you can refine your business letter writing skills by focusing on dierent types of business Advanced Level English
letters, as well as other business documents to refine your skills for your business needs Pronunciation and Conversation Skills
at your employers or your own small business organization. English Lesson Plans
English Grammar Help
Ads The Start
Improve Your Vocabulary
Writing Improvement 101
The start of any business letter begins by Listening Skills
www.universalclass.com
addressing the recipient of the letter. Writing in English
Learn The Skills You Need From Home
Instructor-Led, Self-Paced Classes! Teaching English as a Second Language
Dear Personnel Director, English Reading Comprehension Help for
Free Resignation Letters TOEFL, IELTS, Cambridge Examination Pr
Dear Sir or Madam: (use if you don't know
cover-letter-now.com/Resignation
who you are writing to) English for Business and Work
Worried About Resigning? We'll Help
English Learning Quizzes
Free Example Letter of Resignation.
Dear Dr., Mr., Mrs., Ms. Smith: ESL Schools, Courses, Software, Products

Generally speaking, use Ms for women unless asked to use Dr, Mrs or Miss. Use Mr. for
men unless asked to use Dr.

Dear Frank: (use if the person is a close business contact or friend)

If you are unsure how formal you should be, always choose a more formal form. Writing
to a specific person is always preferred if at all possible.

Formal forms are used in formal business letters. However, emails are often much less
formal and are generally written using the first name without 'Dear'

The Reference

Begin by referencing a specific conversation or other contact means. If this is the first
letter in a conversation, you can also provide the reason for writing.
TODAY'S TOP 5 PICKS IN
With reference to your advertisement in the Times, your letter of 23 rd March, EDUCATION
your phone call today,
Thank you for your letter of March 5 th . What Does "Equal
5 Pay for Equal Work"
Mean?
The Reason for Writing
By Jone Johnson Lewis
Women's History Expert
I am writing to...
8 Tips for a
... inquire about 4 Successful College
... apologize for Visit
... confirm By Allen Grove
College Admissions
... comment on Expert
... apply for
Ancient Techniques
I am writing to inquire about the position posted in The Daily Mail. 3 That Will Improve
Your Memory
I am writing to confirm the shipment details on order # 2346.
By Grace Fleming
I am writing to apologize for the diculties you experienced last week at our branch. Homework & Study Tips
Expert
Once you have introduced the reason for writing your business letter, move on to stating
more specifically the purpose of your letter. Here are a number of possibilities: What Happens
2 When Galaxies
Collide
Requesting Something
By John P. Millis, Ph.D
Space/Astronomy Expert
Could you / Would you possibly...?
I would be grateful if you could... Is Your Car
Could you / Would you please...? 1 Prepared for a
Weather
Emergency?
Would you please forward your job requirements?
By Tiany Means
I would be grateful to meet with you next week. Weather Expert
Would you possibly have time for a meeting next week?

Agreeing to Requests VIEW MORE IN EDUCATION

I would be delighted to

I would be delighted to give you a tour of our facility this coming month.

Giving Bad News

Unfortunately
I am afraid that

I am afraid that I will be unable to attend the conference next week.

Unfortunately, we will have to postpone the meeting until June 1st.

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

Use the following phrases to end your business letter or email. These phrases are called
"salutations" and are chosen based on your relationship to the person you are writing.

Yours faithfully,

Used in formal letters and if you don't know the name of the person you're writing to.

Yours sincerely,

Used in formal letters if you know the name of the person you're writing to.

Best wishes,

Used in formal letters if you are on a first name basis.

Best regards, / Regards,

Used If the person is a close business contact or friend.

Sample Letter

Here is a sample letter using some of these forms:

Ken's Cheese House

34 Chatley Avenue
Seattle, WA 98765
Tel:
Fax:
Email: kenny@cheese.com
October 23, 2006

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

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

The order will be shipped within three days via UPS and should arrive at your store in
about 10 days.

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

Yours sincerely,

Kenneth Beare
Director of Ken's Cheese House

More Help with Business Letters

For more detailed help with standard business writing skills, I highly recommend these
business English books.

Now that you understand basic business letter writing style, you can use this guide to
dierent types of business letters to refine your skills for specific business purposes such
as making inquiries, adjusting claims, writing cover letters and more.

Related Articles Our Expert Recommends

Formal Letter Structure Interview Basics
How to Write a Business Letter That Finding the Right Job
Will Make a Good Impression
Writing Your Resume
Find out which type of business letter
you need to write Leading a Meeting

Improve Your Business Writing Abilities Participating in a Meeting

Example of a cover letter with helpful Useful Business English

phrase suggestions Business and Commercial Letters -
Follow these general tips on how to Core Vocabulary
write a business letter in English Banking and Business Abbreviations
Banking and Stocks - Core Vocabulary

More from the Web

9 Movies That The Little Girl From Why Hollywood Stars Who Deny
Horrifyingly Killed 'Mrs. Doubtfire' is Won't Cast Julia Having Plastic
People In Real Life All Grown Up Stiles Anymore Surgery

Powered By ZergNet
English as 2nd Language Education Slideshows
Essentials
A History of Social
15 + short stories to Movements in the
learn idioms and U.S.
expressions in
context
Improve Your Vocabulary
12 Plants and
What's the Animals That Have
Dierence Between Literally Come Back
American and From the Dead
British English? Animals & Wildlife
TOEFL, IELTS, Cambridge
Examination Preparation The 10 Weirdest
Animal Facts
How to plan ESL Dinosaurs
lesson plans
ESL EFL Teaching
Techniques and Strategies
Ten Amazing
Bioluminescent
Present Simple Organisms
Tenses - Present, Past and Biology
Future

Top 5 Reasons You

Should Wash Your
Learn how to write Hands
a basic business Biology
letter
English Writing Style -
Sentence, Paragraph and
Essay Writing Skills

Readers Recommend
Take this twenty question quiz to test
advanced level English skills
Take this beginning English grammar
quiz to test your knowledge
Take this quiz to test your knowledge
of business English
Are you an intermediate level English
speaker? Check with this quiz.
Check your understanding of some of
the more advanced structures for
TOEFL

Ads Business Forms Business Writing Letter Business Letter Template Content Writing Letter Writing Help

EDUCATION VIDEOS
"Do You Have an "Can You Take a "When Do the Bars "Is There a Dresscode
English Menu?" in Picture of Us?" in Close?" in French There?" in French
French French

About.com About Education English as 2nd Language Writing in English

English Writing Style - Sentence, Paragraph and Essay Writing Skills Business Letter Basics

About Education Follow us: We deliver. Get the best of Our Story Write for About
About Education in your inbox. Advertise With Us Careers at About

Enter your email SIGN UP Site Map Terms of Use &

Policies
Help

2016 About, Inc. All rights reserved. Also from About.com: Verywell, The Balance & Lifewire