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How to write commercial letters by ryandenney

VIEWS: 76 PAGES: 3

									                  How to Write Commercial Letters

                                       Enquiry Letter: Requesting
                                              information


                Dear Personnel Director,
                                                     (Use if you don't know who you are writing to)
                Dear Sir or Madam,
                                                     (Use if you know who you are writing to, and have a formal
                Dear Mr, Mrs, Miss or Ms             relationship with – VERY IMPORTANT use Ms for women unless
     Start
                                                     asked to use Mrs or Miss)
                Dear Frank,                          (Use if the person is a close business contact or friend)
                                                     (Very formal as you do not know the person to whom you are
                To Whom It May Concern
                                                     writing


                                                     your advertisement in the Times, …
                With reference to…                                    rd
                                                     your letter of 23 March, …
                Regarding to…
The Reference                                        your phone call today, …
                Thank you for your letter of March
                 th
                5 .


The Reason for
               I am writing to…                      enquire about …
   Writing
                                                     apologize for …
                                                     confirm …

                Could you possibly… ?
                I would be grateful if you could …
 Requesting
                I would also like to know…
                Could you tell me whether… ?


 Agreeing to
                I would be delighted to …
  Requests


  Giving Bad    Unfortunately …
    News        I am afraid that …


                I am enclosing …
 Enclosing
                Please find enclosed …
 Documents
                Enclosed you will find …


                Thank you for your help
   Closing                                           we can help in any way.
   Remarks      Please contact us again if           there are any problems.
                                                     you have any questions.


 Reference to                                        hearing from you soon.
               I look forward to
Future Contact                                       meeting (seeing) you next Tuesday.


                                                     (Very formal as you do not know the person to whom you are
                Yours faithfully,
                                                     writing)
  The Finish    Yours sincerely,                     (If you know the name of the person you're writing to)
                Best wishes,
                                                     (If the person is a close business contact or friend)
                Best regards,
                                       Replying an enquiry letter



                                                       (Use if you know who you are writing to, and have a formal
     Start      Dear Mr, Mrs, Miss or Ms               relationship with – VERY IMPORTANT use Ms for women unless
                                                       asked to use Mrs or Miss)


                                                       your advertisement in the Times, …
                With reference to…                                      rd
                                                       your letter of 23 March, …
                Regarding to…
The Reference                                          your phone call today, …
                Thank you for your letter of March
                 th
                5 .


                 Thank you for your letter of ...
 Thanking the enquiring (asking for information)
   Potential     about ...
 Customer for We would like to thank you for your
His/Her Interest letter of ... enquiring (asking for
                 information) about ...


  Providing     We are pleased to enclose ...
  Requested     Enclosed you will find ...
   Materials    We enclose ...


  Agreeing to
                I would be delighted to …
   Requests

                We would also like to inform you ...
   Providing
   Additional   Regarding your question about ...
  Information   In answer to your question (enquiry)
                about ...


  Giving Bad    Unfortunately …
    News        I am afraid that …


                I am enclosing …
  Enclosing
                Please find enclosed …
  Documents
                Enclosed you will find …


                Thank you for your help
   Closing                                             we can help in any way.
   Remarks      Please contact us again if             there are any problems.
                                                       you have any questions.


                                                       hearing from you soon.
 Reference to                                          meeting (seeing) you next Tuesday.
               I look forward to
Future Contact                                         receiving your order
                                                       welcoming you as our client (customer)


                                                       (Very formal as you do not know the person to whom you are
                Yours faithfully,
                                                       writing)
  The Finish    Yours sincerely,                       (If you know the name of the person you're writing to)
                Best wishes,
                                                       (If the person is a close business contact or friend)
                Best regards,
Tips:
1. Use block style - do not indent paragraphs.
2. Keep the letter brief and to the point.
3. Do not use shortened verb forms - write them out (i.e. "don't instead of do not").
4. Always keep a copy of correspondence for future reference.




Source: http://acle.upv.es/esp/documentos/utilidades/carta.doc




                                            Example Letter



                                           Document Makers
                                            2398 Red Street
                                           Salem, MA 34588




Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502

                                                                            19th June, 2008




Dear Mr. Smith:

Are you having trouble getting your important documents formatted correctly? If you are like most
business owners, you have trouble finding the time to economically produce good-looking documents.
This is why it is important to have a specialist take care of your most important documents.

At Documents Makers, we have the skills and experience to come in and help you make the best
possible impression. May we stop by and offer you a FREE estimate of how much it would cost to get
your documents looking great? If so, give us a call at and set up an appointment with one of your
friendly operators.




                                                                            Yours sincerely,

                                                                            (signature here)

                                                                            Richard Brown
                                                                            President

								
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