BUSINESS CORRESPONDENCE

Chapter 1: Introduction to business letters

Proper Business Letter Formats

Business letters in the United States, use four common letter formats. Variations differ for other countries such as the date is composed in another style. All proper business letter formats are acceptable but the block is more common.

Block Letter Format: The common block letter format is formatted with all of your text flush with the left margin. Paragraphs are doubled spaced and all line text single spaced. The margins are a standard word processor setting of one inch.

Semi-block Letter Format: For the semiblock, the only difference between the semi and alternative block is as opposed to have the body text justified left, the first line of each paragraph is indented. Alternative Block Letter Format: The alternative block letter format moves the return address, date, closing, name, title and signature to the left side of the page. Simplified Letter Format: This format takes the same properties of the block letter with one exception, the greeting or salutation is eliminated. This is a helpful format when you dont know the recipients gender is male or female, or Mrs. or Miss.

Sections of a Business Letter

Return Address: If you have company letterhead you can skip this section. Include your full business address and correct legal business name. You can also include your email address or phone number if needed by your recipient. Date: Follow the month, day, year format. Make your date current to the actual mailing date of the letter. Recipients Name & Address: Include the full name and address of the contact you are sending the letter to. The persons title can be added along with the phone number if needed.

Sections of a Business Letter

Greeting: For the greeting use the persons formal name and end with a colon for your business letter. Subject: Clearly stating the subject of the letter helps you recipient quickly know the context of what your letter is about. Body: Your letter body should start with a general introduction of who you are and the letter purpose. Include specific paragraphs outline the issue or problem. Close the body with a call to action. Every business letter should be short and concise taking into account of your readers limited time.

Sections of a Business Letter

Closing: Here you can choose any formal format such as Best Regards or Sincerely. Signature: Sign your name as the same as in your letter. Name & Title: Include your full name and job title. Encloses and CC: If you are sending additional documents include an enclosure line and if someone else is receiving a copy of the letter include cc. or carbon copy of the other receiver or receivers.

Specimen sentences for opening lines

A. FOR FIRST LETTERS The subject of our letter is to call your attention/ inform you/ acquaint you with We have the pleasure to let you know that. You will be interested to hear that. B. FOR LETTERS OF REPLY In respect/ With regard to your letter of . Further to your letter/ our telephone conversation of. We take this opportunity to thank you for your letter of..

Specimen sentences for conveying the message

A. Letters aiming at an agreement between partners We will let you know as soon as your terms will have been accepted. We agree with your suggestion/proposal. B. Letters expressing a disagreement We very much regret to let you know that we have to decline your offer/ we are unable to accept your conditions/such terms. To our outmost regret, we have to draw your attention to the fact that:

You overlooked/omitted You did not observe the regulations You are late in.

Specimen sentences for closing the letter

Looking forward to receiving your answer, we remain We would greatly appreciate a prompt reply. We appreciate the confidence you have placed in us and meanwhile we remain.. We hope to establish a long and mutually advantageous cooperation with you. We hope that you will agree with us on these conditions We kindly ask/hope that you are able to settle the matter as agreed/ as soon as possible We are looking forward to receiving your agreement/decision in this respect