1. COMPONENTS OF A BUSINESS LETTER 2. BUSINESS LETTER FORMAT 3. THANK YOU LETTER 1. COMPONENTS OF A BUSINESS LETTER The Start Dear Personnel Director, or Dear Sir or Madam: (use if you don't know who you are writing to) or Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) or Dear Frank: (use if the person is a close business contact or friend) The Reference With reference to: your advertisement in the Times, OR your letter of 23 rd March, OR your phone call today, OR Our discussion on 3rd May OR Thank you for your letter of March 5 th . The Reason for Writing I am writing to inquire about OR apologize for OR confirm OR Introduce
Requesting Could you possibly? OR I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately OR I am afraid that Enclosing Documents I am enclosing OR Please find enclosed OR Enclosed you will find Closing Remarks Thank you for your help OR Please contact us again if we can help in any way. OR Should you have any problems. OR Should you have any questions. Reference to Future Contact I look forward to: hearing from you soon. OR meeting you next Tuesday. OR seeing you next Thursday. The Finish Yours faithfully, (If you don't know the name of the person you're writing to)
Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best regards, (If the person is a close business contact or friend) 2. BUSINESS LETTER FORMAT Irene Designer 1234 Graphics Rd Randwick 2345 August 16, 2008 Dear Ms. Designer The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening; then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph. Beginning with the second paragraph, state the supporting details to justify your purpose. This may take the form of background information. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is to promote your company, consider ending your letter with an invitation to contact you for further information or request a meeting. However, if the purpose is informational, think about closing with gratitude for the reader's time.
Sincerely,
David Comicstrip 123 Winner's Road Ultimo 2001 3. THANK YOU LETTER First Name Surname Company Address Suburb, Postcode Date Dear [first name], Thank you for coming in today. It was lovely to meet you. The brief you have provided is excellent, and makes our job of developing an appropriate solution so much easier. As we discussed, the type of site you require is one in which we are very experienced, and I'm sure we can quickly develop a site of the highest quality that will successfully meet your needs. After our initial assessment of the information you’ve provided, I’ll give you a call, and arrange another meeting to ensure we have an excellent understanding of your needs and wants. From there, we will go on to provide the quote.
Thanks again [client name]. I look forward to speaking with you soon.
Yours sincerely, Name Title