…write a business letter Business letters are different from personal letters. They need to be laid out in a particular way and to use a more formal style of language. Since a business letter is usually from or to an organisation, it must be written correctly: it will create the wrong impression if it has errors in it. As with any type of communication you need to think about: its purpose. Why are you writing the letter? What information do you need to get across? Is the information sensitive? your audience. Who is going to receive the letter? What do they know already? How will the information affect them? Tips on writing business letters You may write business letters as Prepare part of your current job, in your personal • Collect together all relevant details and life or in a future information. job. You may need to • Write notes first on what you need to say. write your own business letter to Plan apply for a promotion • Structure the information clearly for the reader. or make a complaint. People are more Write likely to take you • Use the 'house style' of your organisation to lay seriously if your out the letter. letter is well written. • Use paragraphs. • Use short, clear sentences. Check • Proofread your work. • Check spellings in a dictionary, with the spell- checker or with another person. Here's an example of a business letter. COMPANY NAME AND ADDRESS go here. They can also go The Furniture Store against the left margin. Long Lane Don't put your own Townley name at the top! Sussex BR4 6HJ Put the DATE here, or against the left margin 13 June 20.. Mr L. Garner Put here the name and 58 Home Grove address of the person to Townley whom you are writing. Sussex BR 3 9LK Dear Mr Garner/Sir Dear Mr Garner . SUBJECT, if appropriate NEUTRA SOFA Thank you for your letter of 12 June, regarding the sofa First sentence refers to supplied by this company. previous correspondence I am enclosing a copy of the contract, which you signed. It Use short sentences and states that we would supply the sofa in natural linen. clear paragraphs. Additional loose covers need to be ordered separately. Paragraphs should either have a line between them or be I hope this clarifies the situation. Please let me know if you indented. would like me order additional loose covers. I have enclosed a catalogue which gives details of our extensive Final paragraph range. Yours sincerely Yours sincerely Signature and your name Darron Kilter Administration Department Your position or department If it’s the first time you have Dear Sir corresponded with the person, Yours faithfully INITIAL CAPITALS use: CAPITAL 'Y' small 'f' If you have had previous Dear Mr Garner INITIAL CAPITALS correspondence or have Yours sincerely spoken, use: CAPITAL 'Y' small 's'