BUSINESS LETTERS

Hundreds of Ready-to-use Phrases for Writing Effective

Business Letters, Memos, E-mail, and more
 Parts of a Letter
1. Date line- identifies the date the letter is written.
2. Inside Address- contains the return address usually consisting of three
lines.
3. Heading- includes the name of the addressee, his or her position and exact
address.
4. Greeting or Salutation- begins the letter with “Dear” followed by the last
name of the addressee.
 Parts of a Letter
5. Body of the letter- contains the sender’s message to the addressee
6. Complimentary close- ends the letter with “Sincerely yours, Truly yours,
Respectfully yours, etc.”
7. Signature Line or Signature Block- presents the name and the signature of
the writer.
 SAMPLE
May 15, 2017 DATE LINE

Mrs. Anjanette S. Suy

1045 Chacon St., Sta.Teresita INSIDE ADDRESS
Angeles City, Pampanga
Mr. Andrei C. Sandico HEADING
Manager, Human Resource Department Position
PhilReaders Publishing Corp. Company Name
Ayala Avenue, Makati City Address

A HEADING CONSIST OF 2-4 lines only.

Dear Mr. Sandico: GREETING/ SALUTATION

I am pleased to apply for the position of Proofreader which you advertised at

the Manila Bulletin Classified Ads Section last May 22. my credentials put
together meet your job requirements…. BODY OF THE LETTER
Respectfully yours, COMPLIMENTARY CLOSE

Anjanette S. Suy, LPT SIGNATURE LINE/ SIGNATURE BLOCK

Applicant
 FULL-BLOCK FORMAT
Date line
Sender’s Name
Full Address (2-4 lines)

Recipient’s Name
Company Name
Full Address (2-4 lines)
 SAMPLE SALUTATIONS
• Dear Mr. Reyes
• Dear Ms. Reyes (if you do not know whether the person prefers Mrs. Or
Miss)
• Dear Arch. Santos
• Dear Accounting Staff (when you do not know the exact person to contact)
• Dear Client Services Representatives
 Tips
• Do not abbreviate titles in the greeting
• Spell all names and titles correctly.
• A colon or comma can be used after the name.
 SAMPLE CLOSINGS
• Sincerely yours,
• Cordially yours,
• Respectfully yours,
• Respectfully yours,
• Very Truly yours,
 INTRODUCING YOURSELF
• I am a marketing manager who is in transition.
• I appreciate your time and expertise.
• I am sure I will benefit from your insight.
• We met briefly last month at…
 Announcing a New Location
• We are pleased to announce
• We are excited about the future at our new location
• We will be located at
• We will be expanding
• We apologize for any inconvenience
 Tips
• Sound enthusiastic about the move
• Explain how the move will affect customers
• Answer any questions that will be of particular concern to a customer
• If some information is not available yet, say you will send a follow-up notice
with the additional details.
• Mention any new products or services you will provide.
 Announcing a Policy Change
• We are happy to announce
• Please note
• The new policy will take effect on
• Customer satisfaction is our primary concern
• Under the new policy
• The new policy will provide customers with.
 Tips
• Clearly describe the policy and explain why it is necessary.
• Explain the customers how they will benefit
• Tell customers where they can get their questions
 Announcing a Price Increase
• To provide the same high quality, we needed to
• We regret that we must
• Effective June 1, our suppliers
• We hope you will understand
• To remain competitive
 Tips
• Explain the reason for the increase
• If possible, be willing to work with customers who have problems regarding
the increase.
 Responding to a request for something
• Thank you for your inquiry
• Here is the information you asked for
• I will be happy to send you
• We regret that we do not have
• We can schedule you for
• More information is available on our website
 Tips
• Provide whatever explanation is needed to ensure a clear understanding
• Response letters are an opportunity to demonstrate good customer service,
thereby creating or reinforcing a good image
• Use a courteous, professional, conversational tone.
 HOW TO WRITE RESPONSE LETTERS

A response letter provides the answers or

information requested in a letter of inquiry.
The objective is to satisfy the reader with
an action that fulfills their request.
 HOW TO WRITE RESPONSE LETTERS

1. Identify Your Reader

A response letter should be addressed to a person from
whom a request or inquiry has been received. That person's
name will be found in the complimentary close of a
previous inquiry letter and should be placed in the inside
heading and the salutation of your response.
 HOW TO WRITE RESPONSE LETTERS

1. Establish Your Objective

Your answers should be specific and brief. If you are
replying to multiple questions you might consider placing
your answers in a bulleted list. Items on a list highlight the
components of your response, like snapshots in a photo
album.
 HOW TO WRITE RESPONSE LETTERS

3. Determine Your Scope

You may safely assume that your reader is a busy person, so getting to the
point is important.
Give them the relevant background information needed in order to make an
informed decision. Let the reader know who you are and something about your
motive. If you are to receive some benefit, it may help to explain for what
purpose the benefit will be used. If the reader is to receive some benefit, it may
help to offer an incentive to respond
• Put yourself in the reader's shoes and ask yourself what and how much background
information is needed in order to take the action you are requesting. Would you
already know everything you need to know, or would you need a little more? While
you are in their shoes you might also ask yourself how much persuasion you would
you need in order to be moved to act.

This will help you determine whether you have supplied too much information, or
not enough. It will also help you determine what information needs to be qualified
or amplified for the reader's benefit.
 HOW TO WRITE RESPONSE LETTERS

4. Organize Your Letter

simple outline will get you organized. Begin by creating a list of points that
your letter will address and put them in the sequential order that will best help
your reader comprehend your response. These points will become the
backbone of your draft; your outline will become a checklist.
 HOW TO WRITE RESPONSE LETTERS

5. Draft Your Letter

In order that your thoughts and ideas are conveyed in a cohesive manner, write
in as natural a sounding voice as possible.Try writing your draft quickly and
then read it out loud. Concentrate on communicating your objective to your
reader. Make sure that the scope of your letter contains all the relevant
information included in your organizational list.
 HOW TO WRITE RESPONSE LETTERS

• Close Your Letter

A response letter should close in a professional manner. Once your last
paragraph is written, sign off between a complimentary close such as
"Sincerely," or "Thank you," and your printed name.
 Example
Dear__________,

It was only a couple of weeks ago that I ordered Avengers Replica, and was impressed with
how quickly they were delivered. I was less impressed though when I opened up the packaging
to find that some parts of the replica had been broken. It appears that the box must have been
dropped at some point.

I have returned with this letter a copy of my receipt and order form. I do have a meeting with
the resort’s owner scheduled for the end of the month, so if replacement replicas can be
shipped before then, I would be forever in your debt.
Dear Mr. Jackson,

I was sorry to learn from your letter of 02 May that some of the Avengers Replica delivered to
were damaged when they reached you.
Replacements for the damaged goods have been sent by parcel post this morning. It will not be
necessary for you to return the damaged goods.

Despite the care we take in packing goods there have recently been several reports of damage.
To avoid further inconvenience and annoyance to customers, as well as expense to ourselves,
we are now seeking the advice of a packaging consultant in the hope of improving our
methods of handling.

We regret the need for you to write to us and hope the steps we are taking will ensure the safe
arrival of all your orders in future.

Yours sincerely,