Don’t use contractions such as don’t or can’t – they are too familiar for a business letter.Be concise – there’s no need to explain that you were chatting with your colleagues when you decided to write the letter and so on.Always be polite – there’s never any reason to be impolite in a letter, even a complaint letter.Always keep a copy of any correspondence you send – if the recipient responds with a query about something you included in your letter you need to be able to see what you wrote.Once you’ve written the letter, save this format so that you can use it again and again. I hope all is going well with the project and I look forward to seeing you again at our meeting next month. I enclose Mr Davies preliminary report on the project in case you have any queries before Mr Macintosh’s arrival. We are sure that he will able to deal with all your questions and concerns. Instead, we are sending Mr Alex Macintosh. Unfortunately, Derek Davies, our Project Consultant, is in hospital at the moment and will not be able to join the World Bank inspection team in Nepal on 22nd August 2011. Thank you for your letter dated 20th May 2011. Look at the layout of this business letter and copy it to achieve a professional look.ħ. If you have included any items for the recipient use Enc for one or Encs for more than one enclosure. Leave about five blank lines then print your name and job title so that the recipient can see clearly who the letter has come from and what your position is within the organisation. If you’ve used the name of the person you are writing to finish with Yours sincerely, if you don’t know the name of the person use Yours faithfully. If you need to continue on to additional pages, use plain paper ands ensure you number them. Don’t indent paragraphs, use the left-hand margin to start each paragraph and leave a blank line to indicate a new paragraph. The letter should be typed with single line spacing. This is the most important part of the letter and should start two lines below the salutation or heading, if there is one. Here you can use bold to detail the issue you are writing to the organisation about in brief. If you don’t know the name of the person you are writing to use Dear Sir or Dear Madam Then you add in your reference number – this makes it easier for the person at the other end to file the letter and when they reply they will include this reference so that you know what it refers to.Īlways use Dear and try to find out the name of the person you are writing to. The letterhead of your company and any logo go at the top of the page. Now let’s look at the different parts of the letter: Do not use colours and only use italics and bold where necessary. Start by using a clear font, Times New Roman or Arial are appropriate for business letters. The following is a standard business letter format and, if you follow it, you can be certain that you’ll give a professional impression of your company. So, follow the simple guidelines set out below for business letters and you can’t go far wrong. It also makes it quicker and easier when you want to write more letters. This ensures that they are easy to write and easy for others to recognise. A clear, concise and coherent letter prevents costly misunderstandings and embarrassment.īusiness letters usually follow a standard format. Writing excellent business letters is essential.
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