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Writing Formal Business Letters document sample
Document Sample
Business English
Effective Writing (Summary)
Effective Writing (Summary)
1. Types of correspondence
Letters: formal and informal
E-mails
Faxes
Memos
Minutes
Reports
2. Formal business letters
Define your purpose
Why am I writing this letter – what has led up to it?
What do I hope to get out of it (my maximum aims)?
What do I expect to get out of it (my realistic aims)?
What is the best way to achieve this?
What information do I need to provide?
What arguments do I need to use?
3. How to write a formal business letter
1. Use block style - do not indent paragraphs.
2. Include the address of the person you are writing to at the top of the letter, below
your company address.
3. After the address, double space and include date.
4. Double space & include the salutation.
5. State a reference reason for your letter.
6. Give the reason for writing.
7. Make any request you may have.
8. If there is to be further contact, refer to this contact.
9. Close the letter with a thank you.
10. Finish the letter with a salutation.
11. Include 4 spaces & type your full name and title.
12. Sign the letter between the salutation and the typed name and title
4. Tips for writing formal business letters
1. Keep the letter brief and to the point
2. Do not use contractions - write them out
3. Keep a copy of correspondence for future reference
4. 1st paragraph should introduce subject matter & state or imply purpose
5. Body of letter : 1 or more paragraphs.
6. Final paragraph should make your attitude clear!
7. Achieve the right tone : not too casual, not too formal
8. Adopt a clear & consistent layout
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Business English
Effective Writing (Summary)
5. How to achieve the right tone
Avoid Jargon whenever possible.
Use shorter sentences rather than longer ones.
Avoid using the passive.
Don‟t let your feelings get the better of you.
Don‟t try to be too clever.
Be clear and to the point, but don‟t be too blunt.
6. Key elements of a formal business letter
1) Your address, telephone, fax, email (top centre right, no name, company)
2) Date e.g. 10th January, 2007
3) Destination name and address (name, job title, company name & address)
4) References (codes used to define a letter/subject)
5) your correspondent's reference : 'Your ref: 01234'
6) your own reference: 'My ref: 56789' or 'Our ref: 56789'.
7) Salutation e.g. Dear Mr Smith
8) Subject (the subject of your letter) not obligatory e.g. Re: Training course
9) Body (the letter itself, well-structured paragraphs)
10) Ending e.g. Yours sincerely
11) Your signature
12) Your name (first name & surname, e.g. James Bond)
13) (Your title) When using company headed paper, write your Job Title here
14) Enclosures e.g. 'Enc: 2' (for two documents).
7. Titles
Mr
Miss
Mrs
Ms
Dr
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Business English
Effective Writing (Summary)
8. Greetings
You don‟t know the person‟s name and title - Dear Sir or Madam, or To Whom It May
Concern
You know the person‟s name - Dear Mr/Mrs/Miss/Ms + surname
You have met them or spoken to them by phone - Dear + first name
Addressing whole departments/companies – Dear Sirs
9. Endings
You don‟t know the person‟s name and title – Yours faithfully, sign with initials &
surname
You know the person‟s name – Yours sincerely, sign with first name & surname.
You have met them or spoken to them by phone - Yours sincerely, sign with first
name.
Addressing whole departments – Yours faithfully
10. Formal business letter - Sample
31 Arlington Rd
London NW3 52R
Ms B Carter
Project Director
Excellence Multimedia Productions
Excellence House
50 Greenhill Terrace
London W2B 7RU
15 February 2007
Dear Ms Carter
Thank you for your letter of 10 February. I apologize for not replying sooner but I have
just returned from holiday. I would be delighted to act as consultant for the Slow Food
programme in your new video project. The project sounds extremely interesting, and I will
be very pleased to help you in any way I can.
I am afraid I will not be able to meet you next week owing to prior commitments, but I will
be available during the first week of March.
I enclose a copy of my book A Taste of Italy, which I hope you will find useful.
I look forward to meeting you and Eric next month.
Yours sincerely
Gabriella Ventura
Gabriella Ventura
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Business English
Effective Writing (Summary)
11. Language focus: Starting / making reference
Following our phone conversation today…
In reply to your fax received…
Thank you for your letter of 28 July.
Further to our telephone enquiry…
With reference to your letter of…
It was a pleasure meeting you…
12. Language focus: Explaining the reason for writing
I am writing to enquire about/ inform you that/ confirm…
I am pleased to confirm…
This letter is to thank you…
13. Language focus: Requesting & Agreeing to requests
We would appreciate it if you could…
Would you please tell me…
Would you kindly check the details..
Could you please send us…
Please let us know…
I would be delighted to…
I would be pleased to attend the meeting.
14. Language focus: Enclosing documents
I enclose a copy of my book.
Please find enclosed airline tickets for Mr Johnson.
15. Language focus: Apologizing
I am sorry about the mistake.
I apologize for not replying sooner.
Please accept our apologies for the misunderstanding.
16. Language focus: Ending & referring to future contact
Please don't hesitate to contact us should you have any further queries.
Please let me know if you require any further information.
Please give our kind regards to Bob Hanson.
I look forward to meeting you.
Looking forward to seeing you soon.
Thank your for your time and assistance.
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Business English
Effective Writing (Summary)
17. Abbreviations in formal business letters
encs. = enclosure (documents are enclosed)
pp = procurationem (you are signing on someone else's behalf)
Re. = regarding
18. Dates
British English 31/12/00
American English 12/31/00
31 December 2000
December 31st, 2000
19. Run-on sentences 1
Run-on sentences are two or more sentences or independent clauses that have
been joined together without a conjunction or without the correct punctuation.
*You have an impressive background in sales even so we are unable to offer you
a position at this time.
*We have a limited quantity of these machines, send us your order as soon as
possible. (comma-splice)
When two independent clauses are connected by only a comma, they constitute a
run-on sentence that is called a comma-splice.
When you use a comma to connect two independent clauses, it must be
accompanied by a little conjunction (and, but, for, nor, yet, or, so).
You have an impressive background in sales. Even so, we are unable to offer
you a position at this time.
We have a limited quantity of these machines, so send us your order as soon as
possible.
20. Run-on sentences 2
When two independent clauses are connected by a transitional expression
(conjunctive adverb) such as however, moreover, nevertheless.
*We have several other products which may interest you, however, we
will send you a catalogue.
(Use period or semicolon.)
We have several other products which may interest you. However, we
will send you a catalogue.
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Business English
Effective Writing (Summary)
21. American vs. British Spelling
British American
-our (honour) -or (honor)
-re (centre) -er (center)
-ogue (dialogue) -og (dialog)
-ence (defence) -ense (defense)
-ise 1 (recognise) -ize (recognize)
American English spelling sometimes does not double the consonant at
the end of a word.
E.g. travel, traveller, travelling (British)
22. Effective writing - Keys to success
Remember the 3 C's!!!!
Clear
Concise
Courteous
23. What makes a business Email different from a business letter?
Email is more conversational than traditional letters.
24. Writing Emails : top 10 typical mistakes
1) not making it clear who you are and why you are writing
2) assuming that all emails are informal and not responding with the same level of
formality as the sender
3) not answering all the points raised by the sender
4) not making it clear which part of the sender‟s mail you are responding to
5) writing too much, or in sentences that are too long
6) not bothering to correct spelling mistakes
7) writing everything in UPPERCASE
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Business English
Effective Writing (Summary)
8) sending attachments that the receiver may not be interested in, or may not be able
to open
9) not making it clear what tone you are writing in (e.g., if you intend your comments
to be humorous)
10) not telling the reader what you expect them to do, and how you yourself will
proceed
25. Email guidelines
Clearly state the purpose of the email
Make sure the subject line is updated each time your reply
Copy in any relevant people
Don’t use capitals (it’s like shouting)
Personalize the greeting and reply in the same style
Get to the point quickly (keep social ‘chat’ brief)
Use short sentences
Make sure grammar and spelling are accurate
Abbreviations are acceptable (if you’re sure the reader understands them)
Use bullet points and headings
26. E-mail format
To… vasco.rossi@musicworld.com to type in all e-mail addresses accurately.
Be careful
From… Mike Jackson
Cc… brittany.spears@musicvision.com Bcc means blind carbon copy (a copy
Bcc… andrea.bocelli@musicvision.com will be sent to this person but other
Subject: Tuesday‟s meeting people will not know this).
Vasco
Just to confirm that we will be able to attend E-mails are often used for brief
the meeting next Tuesday. communications.
I‟ll be with out Sales Director, Brittany
Spears.
Mike
To… Marilyn Monroe
(Marilyn.Monroe@sitco.com)
From… Silvester Stallone
Subject: Extension of trading agreement
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Business English
Effective Writing (Summary)
Dear Ms Monroe
It was very good to see you again at our
meeting in New York on 26th January.
I hope you had a safe journey home This style of e-mail is similar to a
afterwards. standard business letter. The ending
can be the less formal Best wishes or
We agreed that your company will continue Best regards or the more formal
to represent us and to promote the full Yours Sincerely, depending on how
range of our services throughout Europe, well the writer knows the recipient.
North America, and Asia for 5 years with
effect from 10 February.
During this period we expect to see an
increase of at least 20 percent in the value
of business we do in this region.
Full details of the payments we will make
and the expenses we will cover are included
in the attached agreement. Can you please
check this and, if all is in order, sign and
return one copy of the agreement to me.
We look forward to continuing to develop our
business in the region in association with
yourselves.
Best wishes
Silvester Stallone
Managing Director
Rocky Professional Services
263 Boxingring Lane
London RC3 4SW
The subject line summarizes nicely the most important details of the message.
28. Useful Subject Lines
If your message is in response to another email, your email software will probably
preface the subject line with Re: or RE:
For time-critical messages ->start with URGENT
For requests, start with REQ: this signals that action is needed:
If you are offering non-urgent information that requires no response from the other
person, preface the subject line with FYI: (For Your Information)
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Business English
Effective Writing (Summary)
29. Remove Pronouns
How can you make sure that your email is easy to follow?
Look very carefully at all pronouns in your first three sentences.
If they don't refer to something explicitly stated in the email, change them to
something concrete.
> Have you talked to the tech guys [about which model
> they want]?
I talked to the technicians on Wednesday, and they
think the MP 160 will probably
work, but they want to evaluate the MP 161
before they make up their minds.
Now the answer is very clear and specific.
The response contains implicit yet clear references to the original message so less
explicitly quoted material is needed.
Responses like this, with the context mostly in the body of the message, are the
easiest to understand.
30. Email abbreviations/acronyms
ASAP As soon as possible
DL Download, data link
ETA Estimated time of arrival
FYI For your information
BTW By the way
RTM Read the manual (“manual” here refers to
any documentation)
AFAIK As far as I know
EOF End of file
TTYL Talk to you later
CU L8R See you later
31. Writing business reports : keys to success
Who Is The Audience? Structure your report according to what your readers want
to know
Start With The Bottom Line Start your report by talking about money or the
action the report recommends or both
Use Headlines and Subheads
Business readers scan for the information they need. Well-written headlines and
subheads will help guide them to the parts of the report they actually need.
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Business English
Effective Writing (Summary)
32. Writing business reports : keys to success (2)
Use The active voice
o If possible, write in the first person.
o Avoid the passive voice whenever possible. It is impersonal and can make
your writing dull.
o Even if the samples you are given use a lot of passive language, use the
active voice; chances are the company will be delighted.
Use short sentences and short paragraphs
o If your thought takes up more than two lines, it maybe too difficult to read
easily. Use shorter sentences so the reader can more easily grasp the
concepts.
33. Writing business reports: keys to success (3)
Visuals Can Help
Groups of numbers should probably go into some sort of table or chart.
They not only break up large blocks of text, they also can clarify the
information.
Use An Abstract or Executive Summary
Once you‟ve got a handle on the information, create an abstract or executive
summary.
Include the recommended action and put this section right up front. Now
you‟ve got a business report that communicates the needed information easily.
34. Report format
A suitable format for formal reports is:
Title
Executive summary
Introduction
Findings
Conclusion
Recommendations
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Business English
Effective Writing (Summary)
35. Reports : sample The format used here is
A report should be well suitable for formal reports:
organised with title
information in a logical executive summary
Gardener Software plc order. There is no set introduction
layout for a report. It will findings
depend on: conclusions
PRODUCT REPORT a) the type of report recommendations
b) the company style
Executive summary
We have been contacted by Lenz AG, a German manufacturer of mobile
telephones, and asked about the possibility of a cooperation agreement.
We would adapt our business software for use in their products.
Tests show that their product is a very good one and popular with our target
market.
Introduction
This report will look at:
the hardware manufacturer and their equipment
software that could be used on their mobile phones
the advantages of working together
recommendations for action
Findings
1. Lenz has been developing cheap, small-scale electronic devices for
thirty-five years. In the last five years they have focussed on more
expensive mobile phones for businesspeople. These have been very
successful. One in four mobile phones for the business market is a
Lenz.
2. Our new „Executive Organiser‟ software has a lot of attractive features
for the travelling businessperson (e.g. address book, e-mailware, voice
recorder, street finder function, etc.)
3. Market research shows that there is a big interest in our products being
used on machines apart from computers.
Conclusion
The two companies have products which fit well together.
Recommendation
We should have a meeting with representatives from Lenz as soon as
possible to discuss a joint venture between our companies, with the aim of
putting our software onto their mobile phones.
Eric Wenceslas
Research and Development Director
12 February 2007
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Business English
Effective Writing (Summary)
40. Memos
MEMO
To: All department heads
From: Irma Sperling, General Manager
Date: 28 January
Subject: Visit of French agent
Please note that Jean-Marc Marchand, our French agent, will be visiting the
company on Thursday, 22 March.
There will be a meeting on that day at 10:30 am in the Boardroom, which
you should all attend. Mr Marchand will be presenting his marketing plan for
expanding sales in the French market.
If you wish to join us for lunch at a local restaurant, please let me know as
soon as possible.
IS
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Business English
Effective Writing (Summary)
41. Minutes
Minutes of the management meeting
Date 1 February
Venue Shaw House, Room 23M
Present David Brent, V.D. Singh, Mirko Morton, Rula Lenska, Michael Bolton
1. Guidelines for reception staff
Following recent complaints about the attitude and professionalism of the
reception staff, we all agree that it is essential to produce a set of written
guidelines. The Human Resources Department will also arrange additional
customer service training to take place over the next two months.
Action by RL, MB by 8 February
2. New brochure
The Marketing Department is speaking to all senior managers about this on
an individual basis. A draft brochure will be circulated so that it can be
approved and sent to the printers by 15 February to be ready for next
month‟s trade fair.
Action by VS, MM by 3 February
3. Price list
We agreed that our new prices this year will be contained in a separate
booklet, rather than as part of the New Product Brochure. An updated list is
being compiled.
Action by DB, GW by 26 February
Next meeting: 18 March, 9:30 a.m.
Venue: To be confirmed
42. Good writing is plain writing
Unless one is a genius, it is best to aim at being intelligible.
Anthony Hope Hawkins
Easy reading is damned hard writing.
Nathaniel Hawthorne
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