Letters Formal business correspondence is usually done by letter as this leaves a written record which can be kept for reference. Business letters can be of different types with different purposes: to apply for a job, to inform people of developments, to request action, to make an enquiry, to complain, etc. To write a successful business letter you need to use the right tone and to communicate your message to the reader using straightforward language. The way a letter is written reveals a lot about the person who is writing it and it also sends a message about the organisation that he or she is working for. It is, therefore, very important to make sure that the information, layout, style and spelling are all correct before vou send it. Layout When writing a business letter, you should follow the standard format. The letter opposite shows where the following different components should appear on the page. a letterhead / address (but not name) of writer b name and address of recipient c references d date e opening f subject heading g body of the letter h closing i signature j name and job title k enclosures Language styles Business letters are usually quite formal in style. A conversational style is therefore not appropriate and you should avoid contractions, for example. Try to use verbs in the active and not in the passive form as this will make your letter more dynamic. You should also avoid writing sentences that are too long and that include complicated or unnecessary language. A straightforward letter will get your message across more effectively than a long wordy one. There are certain conventions concerning the correct way to address people and to close your letter. Opening Letters always start with Dear... followed by the correct form of address. If the letter is going to someone whose name you do not know, it starts with Dear Sir. or Dear Madam, or Dear Sir or Madam,.... But if you do know the name, then you can begin with Dear Mr/Ms Taylor, or Dear Greg Taylor,.... Closing Letters are usually closed in standard ways. At the end of your letter you should include a short sentence like I look forward to hearing from. you. or Please do not hesitate to contact me if you need further information. Below that, you should put a closing phrase: Ybwrs sincerely, (formal, for letters beginning Dear + name) Yours faithfully, (formal, for letters beginning Dear Sir / Madam) Yours tndu, I Best regards, / Best wishes, (less formal) ; Useful phrases and notations Following our recent telephone conversation ... I am writing to you to confirm ... Thank you for taking the time to .,; Regarding the question of... ' I think you will agree that... We are sorry for any inconvenience caused. 1 am enclosing full contaď details. enc (shows that something is enclosed) cc (copy sent to another person) : PS (for additional sentence(s) included after 1 the signature) Sample letter (of confirmation) HPSetnpra Systems ine Conway industrial Estate Hartlepool HPL7GN United Kingdom [ ( + 44) 00723 91847 mark@sales/sernpra.org Jeanne Eckhart Optecol 31 Rue Jules Welter Sanem L-4902 Luxembourg Our ret: TS50.0D1 21 May20G_ Dear Ms Eckhart, TS50 Delivery Following o.ur reeent telephone conversation, I am writing to.you to confirm the arrangements.for the delivery of the TS.50 test simulator lhat you ordered through our Brussels office. As I mentioned, a learn of engineersTrom our UK and German offices will be attending the engineering trade show in Hanover from 1-3 July. Our stand at the show will feature.a number of new products and test stations, including the first production model of theTS50, which is being shipped over from (he UK especially for the event. The show closes its doors on the evening of the third, and we wili arrange for the simulator to be dismantled and packed Qn to a flatbed truck for delivery to you directly. The transportation will be handled by the same freight company that is looking after the logistics for the show. TransMax, and I .am enclosing full contact details with this letter. I have already spoken with their director. Mr Wolfgang Härtung, and he is awaiting confirmation from your side before proceeding with the delivery. Jane Bradley, the sales engineer who will be in charge of our stand, win be available to travel to your plant on the Thursday after the show, and she will provide assistance with the final installation and configuration of the machine during the following two days. I will not personally be present at the fair but Ms Bradley will be able to answer any queries you may have. I know that this is an unusual delivery procedure but I think it is an interesting opportunity for you to save the cost and time delay of normal delivery from the UK. I look forward to doing business with you in the future and thank you again for placing one of the first orders for the TS50. I am sure it will give you complete satisfaction. Yours sincerely, MarK ficúhbom Mark Rathbone Sales Manager enc VAT Ré^'Strafeh No. ■iy'^Sľť.uvWO-fiO-- Reyisitlííc uKcE-^ |-FSi.;nr^r=a lnoucí. Luteals Drive; |j.;;*1bn wn 44SP