Businesslettersand e-mails Formalcommunication
Why do wewritebusinessletters? • to persuade • to inform • to request • to express thanks • to remind • to recommend • to apologize • to congratulate • to reject a proposal or offer • to introduce a person or policy • to invite or welcome • to follow up • to formalize decisions
Guidelines for writing a letter • Plan before you write • Tone • Names • Dates • Be concise and clear • Remember this word order principle: Who – Does – What – How – Where – When (Subject – Verb – Object – Manner – Place – Time)
Salutation • Dear Mr. Powell, • Dear Ms Mackenzie, • Dear Frederick Hanson: • Dear Editor-in-Chief • Dear Valued Customer • Dear Sir or Madam: • Dear Madam • Dear Sir, • Dear Sirs, • Gentlemen: • To Whom It May Concern
First paragraph • I hope you are enjoying a fine summer. • Thank you for your kind letter of January 5th. • Icame across an ad for your company in The Star today. • It was a pleasure meeting you at the conference this month. • I appreciate your patience in waiting for a response. • I’m writing to enquire about .... • I’m interested in the job opening posted on your company website. • We’d like to invite you to a members only luncheon on April 5th. • Followingourconversationoverthetelephone…
Second andthird paragraphs • We regret to inform you.... • It is with great sadness that we ..... • After careful consideration we have decided .....
Final paragraph • I look forward to .....(ing) • Please respond at your earliest convenience. • I should also remind you that the next board meeting is on February 5th. • For further details .... • If you require more information .... • Thank you for taking this into consideration. • I appreciate any feedback you may have. • Enclosed you will find .... • Feel free to contact me by phone or email.
Closing • Yours truly, • Yours sincerely, • Sincerely, • Sincerely yours • Thank you, • Best wishes • All the best, • Best of luck • Warm regards
E-mails • Write a meaningful subject line • Keep the message focused and readable • Try to reduce the number of steps your recipient will need to take in order to act on your message • Identify yourself clearly • Proofread. Takethe time to make your message look professional • Distinguish between formal and informal situations • Respond Promptly
Enquiries • Opening • Howyouheardaboutthecompanyyou are writing to • Ask for demonstrations, catalogues, price-lists, etc. • Ask for details (specific) • Suggestmethodsofpayment, terms, discount • Close theenquiry
Enquiries • I am writing to enquire/inquire about/whether ... • I am writing to you in connection with/with reference to ... • I was interested in you advertisement in “The Daily Times’ and I would like to have further information about ... • I should be grateful if you would send me (full) details of ...
Enquiries - body • Could you please send me/let me know ...? • I would be most grateful if you could send me ... • I would be most grateful for your help. • We are interested in knowing more about ... • I would like some information on/about ... • Could you please let me know ... • Please send me a copy of your (current brochure and details of ...)
Enquiries - ending • I look forward to hearing from you at your (earliest) convenience ... • With our thanks in advance ... • I would be grateful if you could contact me with a convenient time and date when we could meet. • Thank you for your assistance in this matter. • I would be grateful to receive any information you have as soon as possible. • We look forward to receiving the information you can give us ... • Please accept our thanks in advance.