Writing a business letter

                               Table of Content

Introduction……………………………………………………………………………………….3

        Chapter 1 Writing a business letter………………………….……6

1.2  What is a business letter ………………………………………………………………………6

1.3 Basic things to keep in mind  …………………………………………………………………7

1.4 Planning a business letter……………………………………………………………………..10

1.5 Format and Font………………………………………………………………………………11

1.6  Proofreading…………………………………………………………………………………..15

  

Chapter 2 Forms of business correspondence……………………16

2.1  Layout and Parts of business letter………………………………………………………...16

2.2 Different categories of business letter…………………………………………………..27

2.3 Formatting envelopes for business letters…………………………………………………….42

2.4  Formatting business email……………………………………………………………….44

2.5 Fax……………………………………………………………………………………….45

Conclusion…………………………………………………………………………………………46

List of references…………………………………………………………………………………..48

Appendix…………………………………………………………………………………………..49

• Business letter vocabulary…………………………………………………………………49

• Phrases in writing letters…………………………………………………………………..50

INTRODUCTION

The theme of my diploma paper is ‘business letter”. In this paper we shall approach the problem of meaning to those who doesn’t know exactly what is business letter is? We shall. begin with some familiar, traditional parts, styles  and then introduce some categories (letters of requiry, invitation letters, application letters and etc). And in the end of my work I depicted some specific ways of formatting envelops, e-mails and faxes which will help us to send the letter where ever you want.

The aim  of my work is to simplify the writing of business letters. The term "business letter" makes people nervous. Many people with English as a second language worry that their writing is not advanced enough for business writing. This is not the case. An effective letter in business uses short, simple sentences and straightforward vocabulary. The easier a letter is to read, the better. You will need to use smooth transitions so that your sentences do not appear too choppy.

This handout will show how to write business letters required in many different situations from applying for a job to requesting or delivering information to private letters. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

 

Actuality of the work

I found many resources on this theme, many books were written about writing all kind of business letter, many suggestions were opened there. I collected everything and tried to put it to my work, but do it with more easier way, to make it more approachable for young generation who needs just basic rules to know.

In recent years English has become a universal business language. Letter-writing, certainly,  is  not  the  same as casual conversation, it  bears  only  the  same  power  of  thoughts, reflections, and observations as in conversational talk,  but the form may be quite different.  What  makes  the  letter  so attractive and  pleasing  is  not  always  the  massage of  the letter, it is often the manner and style in which  the  massage is written.

E.g.: "I wish to express to you my  sincere  appreciation for your note of congratulation."

or 
"I am  sincerely happy that you were elected President of Biological Society."

As you  see  such  formulations  show the attitude of the writer, his respect and sincerity.

Business letter has many types and categories, it’s not just the simple letter for anyone who you know, it’s require some skills to write it, so that is why I decided to show it on my research.

Theoretical value

When I wrote this work i take the book of Lukianov which was created especially for those who deal with business. This book lets us get more available information then the other sources.  

Also there are many useful sites in internet, especially maintained by Patrick Burne, a retired business communication consultant. He is consulting very clearly and in order.

The practical part contains several examples of business letters; the occasions on which they were written and some of their characteristics are observed.

Letter writing - is an essential part of communication,  an intimate part   of   experience.   Each  letter-writer  has  a characteristic way of writing,  his style of writing,  his way of expressing  thoughts,  facts,  etc.  but  it  must  be emphasised that the routine of the official  or  semi-official business letters  requires  certain  accepted idioms,  phrases, patterns, and grammar which are found  in  general  use  today. Therefore certain  skills  must  be acquired by practice,  and details of writing must be carefully and thoroughly learnt.

Methods of research

Correspondence method - in the case of "scientific correspondence" the majority of letters bear mostly a semi-official  character  and  are concerned with different situations associated with scientific activities concentrated  around the organisation of scientific meetings (congresses,   symposia,   workshops,   etc.),    the arrangement of visit, invitation, publication, the exchange of scientific literature,  information, etc. Letters of this kind have a   tone  of  friendliness,  naturalism.  Modern  English letters should not be exaggerated,  overburdened, outmoded with time-worn expressions.  The  key  note  is simplicity.  Modern letters tend towards using the language of conversational style.

Descriptive method -writing is   not   only  a  means  of  communication  and contract, but also a record of affairs,  information,  events, etc. So  it  is  necessary to feel the spirit and trend of the style in order to write a perfect letter.

My diploma paper consists of  introduction, two chapters, Conclusion, List of references and Appendix.

Introduction includes the short description of my paper, aim of my work, why i choose this theme, actuality of my work, theoretical value, practical value, and methods of research.

First chapter named “writing a business letter” is containing plans for writing, structure and parts of business letter in which the reason for writing the letter is made clear.

Second chapter depicts the layout different parts of business letter for those who do not know how to write it, then goes categories and types of business letters in different occasions with different kind of samples. In the end of this chapter I described formatting of e-mails and faxes.

My conclusion  depicts  my own opinion on this theme and some peculiarities which are necessarily for people who want to create a business letter. 

Chapter 1

What is a business letter? 

First of all, I want to tell about Business letter itself, what he is represent and who is interested in it. A business letter is inherently different from other forms of business communication and usually sent through the Post Office or sometimes by courier. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients:

• business «» business
• business «» consumer
• job applicant «» company
• citizen «» government official
• employer «» employee

Business letters are sometimes called "snail-mail" (in contrast to email which is faster). It includes:

1. letter
2. memo
3. fax
4. email

Business letters are more formal than a telephone call and requires language more formal than that used in a telephone call. But letters should not be needlessly stiff and unreadable. 
Your letters should sound as though you are a person, should let the reader see a bit of your personality so that after reading your letter he feels that he knows someone from your company.

Before you begin to write a business letter, take a few minutes to think about its two most important elements: the message and the reader. The message is what you are thinking - the idea you want to communicate to your reader, whose mind you want to bring into conformity with your own. 
The effective business writer not only uses the language correctly but also makes certain that every letter, every sentence is written from the reader’s point of view. Be psychologically astute: to get your reader’s attention and make a good impression, convey your sincere concern for his situation and your recognition that he is the most important person in the world.  
Business letter are usually written on printed company-forms (letter-paper). The letterhead (the

heading) gives the name of the company, the postal and telegraphic addresses, the telephone number, the number of the telex, sometimes some other information such as: the names of important officials (e.g. directors), the particular official, to whom the company may wish to have all communication addressed.

 

Basic things to keep in mind

 

Business letters are COMPANY TO COMPANY written DOCUMENTS that will be referred to in the future and even used as legal evidence. DOCUMENTS convey information. .Your letters speak volumes about your company and you to other businesses and individuals . The right STYLE, the CONTENTS and the attractive APPEARANCE of your letter will establish contact and help to maintain the good will of the reader .

Before your potential client reads the letter you need to make an IMPACT. Otherwise they might not be interested enough to even bother to read it. Unless you WIN the TRUST and grab the ATTENTION of your reader there and then, the danger is that the letter will be put to one side, and eventually buried under other paperwork. When a potential business partner or client receives a thin papered A4 sheet with unclear type and spelling mistakes, they won't believe in the company's reliability. Because it is obvious that the sender doesn't even care to act professionally.

On the other side, if the sender has bothered to present a NEATLY typed sheet on DECENT paper, with the text done in correct English in the appropriate tone , - then it is an obvious conclusion to reach that the company deserves RESPECT. Through your letters YOUR COMPANY goes right into the addressee's home or office. Their impression of YOU is formed from your message. Stop and think about that aspect of business. Because it is vital that you fully realize the importance of your business letters

It is essential to understand that writing for a business context or audience can be distinctly different than writing in the humanities, social sciences, or other academic disciplines. Writing for business should be crisp and succinct. It should be to the point, specific and accurate. If you have not read many memos before, seek out some examples (refer to the Recommended Texts section at the end of this handout). 
In most cases, the business letter will be the first impression that you make on someone. For this reason it is important that you are diligent in your task of writing an effective business document. Even though business writing is possibly less formal than it once was, your writing must still adhere to the conventions of standard American English by using conventional spelling and standard grammatical forms.

Business writing varies from the chatty, conversational style often found in email messages to a familiar co-worker, to the more formal, legalistic style found in contracts. In the majority of memos, email messages, and letters, a style between these two extremes is appropriate. Always remember, writing that is too formal can alienate readers, and an overly obvious attempt to be causal and informal may strike the reader as insincere or unprofessional. In business writing, as in all writing, knowing your audience is critical.

Pronouns and Active versus Passive Voice

 

The use of personal pronouns is important in letters and memos. Do not refer to yourself in the third person by using one or the writer. It is perfectly natural and appropriate to refer to yourself as I and to the reader as you. Be careful when you use the pronoun we in a business letter that is written on company stationary, since it commits your company to what you have written. When a statement is your opinion, use I; when it is company policy use we.

The best writers strive to write in a style that is so clear that their message cannot be misunderstood. Clarity should be the ultimate goal of your business writing style. One way to achieve a clear style, especially during revision, is to eliminate overuse of the passive voice, which plagues most poor business writing. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous, uninformative, or overly impersonal. Reliance on the active voice to keep the pace of the letter moving, use of personal pronouns, and a positive point of view will keep a reader interested. Two examples…

PASSIVE: It was discovered that the salary totals were incorrect. 
[Who discovered it? The Accounting Department?]

ACTIVE: The Accounting Department discovered that the salary totals were incorrect.

 

Until now the  study  of  writing  business  letters  has consisted largely  of  contract  phrases  accompanied by brief essays evaluating  their  usefulness.  The   words   are   only samplings and are presented mainly to conduce writing business letters in a proper way.  It will be wrong,  however, to bring this list  to an end without mention of a more general problem that arises in connection with no fixed word pattern at all. It arises, rather from using too many passives. Such phrases as "The material will be delivered";

"The start date is to be decided";

"The figures must be approved" are obscure ones leaving unsettled who it is that delivers, who decides,  and who does the approving.  Which side it is to be? Lawsuits  are  the  plausible  outcome  of  leaving it all unsettled. Passives used in contracts can  destroy  the  whole negotiations. "You  will  deliver"  is better for it identifies the one who will do delivering.  Certainly,  "must be approved by us" violates other canons.  "We shall have the right but not the obligation to approve" is less unfortunate.  There  is  no doubt that passives do not suit business letters,  and if they go all the way through without adding something like "by  you" or "by us" they are intolerable.  Once in a long while one may find passives used purposely to leave something  unresolved.  In those circumstances  they  will be in class with "negotiate in good faith", which I've examined earlier.

 

Planning a Business Letter

 

A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing.

• Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names.
• The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish. Review some example reasons why people write business letters on the introductory page of this lesson.
• Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.

• Be persuasive. Establish a positive relationship with your reader right away. If you have a connection to the reader - you've met before or have a mutual colleague, for example - mention it in your introductory paragraph. Whether you think your reader will agree with the point of your letter or not, it is important to find common ground and build your case from there.

Understand your reader well enough to anticipate how he or she will react when reading your                         letter. Address his or her needs or wishes, or a specific problem, and then outline your solution.               Provide proof in the way of examples and/or expert opinions to back up your point. Make sure to maintain a friendly tone.

Conclude your letter with a "call to action." State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.

• Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy.
• A possible starting point is to reread the description of your task (e.g., advertisement of a job opening or instructions for a proposal submission). Making a short list or outline can facilitate drafting an effective piece of business correspondence. Think of your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. Next, identify qualifications or attributes, maybe even answers or objectives, that match the requirements that you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, or the use of platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, write them down. You will want to use the vernacular of your audience if it will contribute to the communication of your message or intentions.
• This list of requirements and attributes will serve as an introductory outline governing your writing and directing your focus. Make sure that it is satisfactory and thorough before you start to actually write the letter or business document.  [3: 1990 ]

A note about format and font

 

 

Block style of letters

Use the proper format for a business letter. Block style is the simplest. In a block style letter, all letter parts begin at the left margin with no indentations.

 

There are two main styles of business letters: the full block style and the modified block style. When using full block style, all the elements are aligned to the left margin. With modified block style, the return address, date closing, signature, and typed name should be aligned along an imaginary line that runs down the middle of the page. All other elements are aligned at the left page margin.

 

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Another widely utilized format is known as modified block format. In this type, the body of the letter is left justified and single-spaced. However, the date and closing are in alignment in the center of the page. The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

The following table shows examples of the different formats.

 

Block format

Modified Block format

March 16, 2001 Ernie English  1234 Writing Lab Lane   Write City, IN 12345 Dear Mr. English: 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. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader’s time. Sincerely,     Lucy Letter  123 Winner’s Road  New Employee Town, PA 12345

March 16, 2001 Ernie English  1234 Writing Lab Lane   Write City, IN 12345 Dear Mr. English: 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. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning. Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader’s time. Sincerely,     Lucy Letter