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Business Correspondence
Business Correspondence
Business writing is different
Business writing is different
Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context.
When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the “bottom line”: the point you are making about a situation or problem and how they should respond.
Business letters: where to begin
Business letters: where to begin
Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it thorough. Next, identify qualifications, attributes, objectives, or answers that match the requirements you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, use them in a manner that will convey your competence and experience. Avoid any language that your audience may not understand. Your finished piece of writing should indicate how you meet the requirements you’ve listed and answer any questions raised in the description or prompt.
Structure of business letter
Structure of business letter
The main parts of a business letter are:
- The letterhead (includes the company`s information, such as address, phone number, fax number, Company website).
- The date (the date the letter is written; written below the return address).
- Inside name and address (are set out at the head of the letter).
- The salutation (is the usual greeting which the letter begins with Dear Sirs (when partnership of men and women is addressed in UK), Gentlemen( in the USA), Madames (when the partnership of women only), To Whom It May Concern (when you don`t know the person`s name).
- The message (body). There are generally 4 parts to the body of a letter:
- opening: REASON;
- focus: DETAILS ABOUT REASON;
- action: WHAT WILL HAPPEN NEXT;
- closing: THANK THE READER.
6. Complimentary closure (depends on how well you know the reader).
- Sincerely - with any type of CC;
- Your faithfully - formal letter if you don`t know the name;
- Your very truly - for formal CC.
7. The writer`ssignature and official position (are typed at the bottom of the letter; must be written by hand and ink).
8. Reference initials.
9. Enclosure or abbreviation( are written in the left lower corner of the letter).
10. "cc:" ( today tells us who else received a copy of letter).
10 good opening lines
10 good opening lines
We need an opening line in a business letter or professional email:
to make reference to previous correspondence; to say how we found the recipient’s name/address; to say why we are writing to the recipient.
- With reference to your letter of 8 June, I … .
- I am writing to enquire about … .
- After having seen your advertisement in … , I would like … .
- After having received your address from … , I … .
- I received your address from … and would like … .
- We/I recently wrote to you about … .
- Thank you for your letter of 8 May.
- Thank you for your letter regarding … .
- Thank you for your letter/e-mail about … .
- In reply to your letter of 8 May, … .
10 good closing lines
10 good closing lines
We need a closing line in a business letter or email:
to make a reference to a future event; to repeat an apology; to offer help
- If you require any further information, feel free to contact me.
- I look forward to your reply.
- I look forward to hearing from you.
- I look forward to seeing you.
- Please advise as necessary.
- We look forward to a successful working relationship in the future.
- Should you need any further information, please do not hesitate to contact me.
- Once again, I apologise for any inconvenience.
- We hope that we may continue to rely on your valued custom.
- I would appreciate your immediate attention to this matter.
Types of letter
Types of letter
- letter of complaint;
- letter of asking for/giving information;
- reguest;
- asking for/giving advice;
- invitation;
- accepting/refusing an invitation;
- expressing congratulation/thanks/regret/sumpathy;
- giving news;
- apology;
- application for a job;
- paying a bill.
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