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Writing Business Letter Essentials

Here are a few practical tips on writing business letters to help you when writing your

correspondence:

Consider your Reader

Who is the reader?

In a business letter, the reader is usually represented by employees, customers, suppliers or

the public. When you are writing a business letter, imagine that you are in the readers'

 position. Are they happy, frustrated or merely inconvenienced? What essential information

does that person need to know through this communication? What are their expectations when

they open the letter? Have you addressed all of these issues? By doing this, you will show thereader that you can relate to them and the situation. This will build a relationship between the

two of you.

Be Responsive 

If you are responding to or with a letter, address the inquiry or problem. Most of the time,

companies rely too much on a handful of form letters to answer all situations. This shows that

you do not understand their needs. When you have considered you reader as above, you will

 be able to respond to them.

Be Personal 

Letters are written by people to people. Don't address it "to whom it may concern" if it is

 possible. Whatever you do, do not use a photocopied form letter. Please see how to use a form

letter for the proper use of form letter if you have to use it. You cannot build a relationship

with canned impersonal letters. But also don't be too informal. Avoid using colloquial

language or slang such as "you know" or "I mean" or "wanna".

If you start your letter with “Dear Sir/dear Madam”, you will finish it with “Yours

faithfully” 

If you start your letter with “Dear Mr./Mrs./Miss/Ms. Smith”, you will finish it with

“Yours sincerely”. 

Be concise and to the point 

When writing a business letter, explain your position in as few words as possible. Spell out

what you can and what they need to do. Use clear and easy to understand language so that any

misunderstanding can be minimized. Think before you write. Ask yourself why you are

writing? What is it that you want to achieve? Use this 5 step process:

1. 

List out the topics you want to cover. Do not worry about the order.

2.  In each topic, list keywords, examples, arguments and facts.

3.  Review each topic in your outline for relevance to your aim and audience.

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4. 

Cut out anything that's not relevant.

5.  Sort the information into the best order for your readers.

Be friendly, build the relationship 

Don't use cold, formal language. Some people have the perception that when writing businessletters, they must use big words. To them this is a sign of literacy. Some 'big words' have no

substitute, but do use the word correctly. You want the reader to feel like they are reading a

letter from someone who cares.

Emphasize the positive 

1.  Talk about what you can do not what you can't. For example, if a product is out of stock,

don't tell the customer you are unable to fill the order. Instead, tell them the product is very

popular and you have sold out. Then tell them when you can get the order to them.

2. 

Stay away from negative words..

Be Prompt 

If you cannot respond fully in less than a week, tell them so and say when they can expect a

response from you.

Check Spelling, Grammar & Facts 

Always make sure you are 100% correct in spelling, grammar and facts. Use the spelling and

grammar checker from your word processor. If you are not very good or need more help, get

someone to edit the letter.

Use the correct format.

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BRITISH BUSINESS LETTER

PETER SIMPSON & CO LTD18 East Road, Tottenham, London N12 OWL, England

Telephone: 081-865-0824 Telex: 34521 Fax: 081-865-0765

Your ref. BN/MD

Our ref. ST/JW

12 February 2013

Mr. David Woodward

Head Buyer

Smith&Crawford Ltd.

2 Chester Road

BIRMINGHAM B21 MCQ

Attn. Purchasing Department

Dear Sir,

RE: DELIVERY DATES

Thank you for your letter of February 1st with your order no. 23764.

We are very sorry that there have been problems with deliveries in recent months and we shall

do our utmost to let you have your latest order by the end of the week.

We have enclosed our new catalogue and price list. If you require any further information about

our new series of products please do not hesitate to contact us.

Yours faithfully

Signature

S M Dickson

Assistant Commercial Manager

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BRITISH BUSINESS LETTER (fully blocked)

1. LETTERHEAD 

  NAME

  ADDRESS

  TELEPHONE

  Telex/Fax/Email

  P.O. Box = post office/ mail box number

2. REFERENCE LINE

(your ref. / Our ref.)

3. DATE : 17 April 2013 or 17 th April 2013

4. NAME AND ADDRESS OF THE ADDRESSEE (INSIDE ADDRESS)

  TITLE : Mr/ Mrs/ Miss/Ms

Messrs.

  POSITION IN THE COMPANY

  NAME OF THE COMPANY (NAME OF BUILDING)

  NUMBER AND STREET

  TOWN AND POSTAL CODE

Attn for the attention of

5. SALUTATIONS : Dear Sir/Dear Sirs/Dear Madam/ Dear Mr/Mrs/Miss/Ms Smith/Dear

John/Margaret or Dear Professor Jones, Dear Doctor Evans

6. SUBJECT HEADING

Re: ( = with reference to/ relating to)

7. BODY LETTER

8. COMPLIMENTARY CLOSE

Dear Sir/Madam → Yours faithfully (Yours truly)

Dear Mr. Jones → Yours sincerely 

Sincerely yours

Cordially yours/best regards/best wishes

Dear Bob → Sincerely/Cordially, Yours truly 

9. SIGNATURE

10. ENCLOSURE/attachement

ENC. (ENC 1, ENC.2)

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SOME KEY SENTENCES: 

1)Beginning:

- Thank you for your letter dated/ of 15th April 2009.

- We acknowledge receipt of your order.

- We have the pleasure to inform you that we are sending you under separate

cover the documentation requested/full documentation on our latest products.

- Following this afternoon’s/yesterday’s telephone conversation, we have the

 pleasure in confirming that… - Further to your enquiry, please find enclosed/we are sending you a general

 brochure on our latest products.

- We regret to say that we still have not received…..to date. 

- We were interested/pleased to learn that…. - Unless we are mistaken, you have not yet settled our bill of the 12

th ins.

To pay/to settle/to foot the bill

2) Main Body:

- If your terms are attractive/satisfactory, we shall place an order with you

rapidly.

Terms of delivery

- If we are satisfied with the transport and delivery, we shall do further businesswith you.

- Kindly inform us about any possible delay as soon as possible.

- We (urgently) need this information to make a (rapid) decision.- We were sorry to hear about that incident.

- We would be (most) grateful if you would give us the reasons for this situation.

- We have duly noted the discount you offer us.

- We have given instructions for the goods to be dispatched in time for your

exhibition.

- Very much to our regret/ We regret that we shall not be able to make therefund.- In addition, I wish to point out that… 

- We enclose the application form to be filled out and returned to us rapidly

- Please note that the closing date for the enrolment/registration is 31st 

December.

- Replies must be postmarked no later than midnight, April 30th.

To send/to dispatch/to forward/to shipTo point out/to highlight

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3) Ending:

- Please let us know your answer as soon as you can.

- Again we apologize for this incident.

- Thank you in advance/anticipation for your kind letter.- Kindly reply/We would be most grateful if you would reply by return of

 post/mail.

- We look forward to your reply/your instructions/your visit.

- We can assure you that we shall do our utmost/best to give you satisfaction.

- We hope that we will hear from you soon.

- We look forward to hearing from you soon.- Should you want any further details, we are at your complete disposal.- Yours faithfully/Yours sincerely.

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FORMAL/INFORMAL LETTER

Reservation Manager

Red Lion Hotel

23, Palace Road

EdinburghSW 321

September 23

Dear John/Sir or Madam,

I am writing/This is just a note to confirm a reservation that was made/I asked you for this

morning by telephone. The reservation, for a couple of/two days, is for me and my wife/ my

wife and myself , Jane and William Brown.

I want/I would like a double room with a bathroom from 9-11 inclusive.

I will be taking part in/having negotiations with our business partners from China and

visiting the Trade Fair which is being held/is going on in Edinburgh in this period.

Do you think you could give me/Would it be possible for me to have a room on 2nd floor?

I think/I am afraid the room I was given two months ago was rather/very noisy.

Thank you/Thanks for sending me the brochure/leaflet about/regarding your conference

facilities which I got/received last week. They are of utmost interest/great for me. I regret I

can’t provide you with some/I am sorry I can’t give any definite dates now/at the time

being, since/because we have yet to finalize/to sort out the details of our next meeting.But/However, I will announce/ I’ll let you know as soon as possible/I can.

I look/I’m looking forward to meeting you on 15 October. 

Best wishes/Yours sincerely.

William Brown 

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OTHER TYPES OF DOCUMENTS

1) FAX TRANSMISSION

From…………………..  Page 1 of…………… 

To……………………..  Date………………… 

For the attention of……  To fax no…………… 

From fax no…………

Message

a) rooms hotel I to some would like reserve at your

b) in 28 August. We on Allicante are arriving

c) ten hope stay to We for nights leaving 7 September on

d) and husband like room I My double balcony a would with preferably a

e) require Our a two teenage daughters twin room

f) are all en-suite that We understand your bedrooms

g) a sea view possible is have it room to with?

h) please you this confirm Could?

2) E-MAIL

FROM: Mira Melisse To: Pierre Lascaux, Technical Director Sent: 16 May 2013

Subject: Visit to Poland

Message:

I’ve booked your flight to Poland. You’re leaving on Monday 3rd

 at 8.45 in the

morning, so you’ll arrive in Warsaw before lunch. Someone will be at the airport to meet you. Your

first meeting is with Aleksander, and you are seeing him at 1 pm at our local office. He’ll take you out

to lunch. After lunch you aren’t doing anything until 6 pm, so you’ll have time to go to the hotel. You

are staying at the Intercontinental, which is in a very central location. I’m going to the travel agentsto pick up the tickets this afternoon, so I’ll give them to you tomorrow.

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Complete the e-mail using phrasal verbs from the list below that mean the same as the words in

brackets. Three verbs need to be put into an – ing form.

Back up break down call on draw up drop off find out sign in pick up

get by keep down look through print out ring up sort out turn up

From: David R. To: Simon Sent: 25 May…. 

1.Subject: Things to do

Message: 1. Mr. Yamanaka

Mr. Yamanaka will be arriving at the airport at 10.30 tomorrow. Can you (1)……. …..him 

…..(collect by car) from there and (2)………..him……(leave)

at his hotel? He’s staying at the Marriott. I won’t be able to (3)……..(arrive) there until about 1 p.m., so

perhaps you could stay with him and make sure there are no problems (4) ……………(registering) etc.

Then I’ll be with Mr.Yamanaka for most of the afternoon, so Mike and Kath will have to

(5)………….(manage) without me in the sales meeting.

2.Subject: Spain trip

MessageI’m trying to (6)…………….(organise) the itinerary for my trip to Spain next month. Can you

(7)………….(think about then write) a list of all our Spanish customers by (8)……… (examining) our

customer accounts database? I’d like to know exactly who I need to (9)……..(visit). Also the flight needs

to be booked-can you (10)………….(telephone) the travel agency and check flight times and prices? We’re

trying to (11)………..(control to stop them increasing) travel expenses at the moment so just

(12)………(discover) prices for Eurotraveller class.

3.Subject: March Spreadsheet

The printer keeps (13)…………..(stopping working), and I didn’t have a chance to (14)…………(print) the

spreadsheet for last month’s figures. Can you do it and then (15)…………….(make a copy) the file onto a

disk for me to use my laptop?

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NOUNS + PREPOSITION

ability in example of price of

advantage of experience of/in reason for

advice on hope of reply to

alternative to knowledge of solution to

 benefit of/from lack of substitute for

cause of matter with success at/in

cost of method of tax on

difficulty with opinion of trouble with

agreement with/about insurance against

agreement with/about investment in

 belief in invitation to

comparison with knowledge aboutcomplaint about objection to

decision about/on payment for

division into protection from

focus on reference to

information about responsibility for

insistence on wait for

awareness of opposition to

certainty about optimism about

disappointment with pessimism about

doubt about preparation forexcitement about satisfaction with

fear of similarity to

interest in suitability for

involvement in worry about

I agree with you I agree to your idea

In comparison with

To compare to/compared to

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TYPES OF BUSINESS LETTERS

1. 

LETTERS OF INVITATION

MAIN PARTS: 1) MAIN IDEA (the invitation request)

2) THE BODY all details that the reader will appreciate and need

(“Ws” who, when, where, why)

3) THE ENDING PARAGRAPH state clearly the desire action

of the reader

For what kind of events are invitations used in business?

a) 

invitations to different events (wedding, engagement, baptize, funeral)

b)  invitations to official meetings, conferences, congresses, symposia)

A.  INVITATION1. I have the pleasure to invite you to…. 

2. It is a great pleasure to extend to you an invitation to…. 

3. On behalf of…I have the pleasure of extending to you an invitation to… 

4. We cordially/sincerely invite you to… 

5. It is a great pleasure and honour to invite you to… 

6. It would give me very much pleasure if you would accept this invitation.

7. It would be very much appreciated if you could reply to this invitation.

8. I trust you will kindly accept this invitation.

9. We invite you to visit… 

10. Please let me know the date of your visit.

11. I intend to make a tour of your country.

12. I hope you enjoyed your stay in this country.

13. I will be visiting… early next month. I hope to have the pleasure of seeing you

then and renewing the pleasant contact of a year ago.

14. I am looking forward with pleasure to welcome/welcoming you in my country.

B. 

ACCEPTING THE INVITATION1. It is a great honour and privilege for me to accept your invitation to….. 

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2. I have the pleasure of accepting the kind invitation of the Scientific Committee to

deliver one of the main scientific lectures at the Congress to be held in……. 

3. It gives me great pleasure to accept your invitation to participate in the work of

the…….. 

4. I very much appreciate your kind invitation to participate in …. to be held in…  

C.  DECLINING THE INVITATION1. I greatly regret that owing to my illness I am unable to accept your kind invitation

to….. 

2. I very much regret that I have to decline your…. 

3. I am awfully sorry that I am obliged to decline your…..  

4. I must apologize to you for having to decline your…. 

5. I am sorry that I am unable to comply with your request.

6. It is with regret that we learn from your letter that you are not in a position to

accept our proposal.

7. I have just received your letter of…… with a request to attend the congress in April.

I am extremely grateful for your kind invitation. However, I am afraid I shall have to

decline it, as I can’t leave my country before…. 

9. I still regret not being in a position to comply with your request at present as I

must make a second lecturing tour of a fortnight.

SAMPLES

1) 1) Invitatie la un dineu de afaceri

Stimate domn,

As dori sa discut cateva probleme legate de noul nostru contract in timpul sejurului mereu la Paris. V-as propune o cina neoficiala la restaurantul libanez vineri, 5 februarie la ora 19.

2) Invitatie la cina adresata unui prieten apropiat

Draga Doris,

Ce-ai spune sa luam cina impreuna data viitoare cand vii la Londra?

Mi-ar face placere sa ne revedem cat mai curand posibil.

Astept vesti de la tine.

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3) Draga Tom,

Iti multumesc pentru scrisoarea in care ne impartaseai intentia de a veni in vizita la Varsovia. Noi nu

vom fi in oras cand vei sosi, insa am fi incantati, atat eu cat si sotia mea daca ai veni sa petreci unweekend in casa noastra de la tara aflata la 50 de km de oras. Am putea discuta acolo mai in voie

propunerea ta de afaceri si am putea face un plan.

Astept raspunsul tau cat de curand.

4) Invitatie adresata unui prieten

Draga Paul,

Eu si sotia mea vom petrece cateva zile in New York in luna mai. Sejurul nostru face parte dintr-o

calatorie de trei saptamani in care am dori sa imbinam afacerile cu distractia. Nu iti pot da numele siadresa hotelului inca deoarece rezervarile nu au fost confirmate, insa iti voi telefona imediat ce

ajungem pentru a cina impreuna la hotelul nostru.

Complimente.

5) Invitatie adresata unui prieten strain

Draga Michael,

Corespondam de mai bine de un an si inca nu ne-am intalnit. Schimbul de idei cu privire la cele doua

tari in care traim a fost foarte interesant. Vacanta de vara se apropie si as dori sa te invit la mine la

inceputul lunii iulie ca sa iti arat o parte a tarii mele.

Te-ar interesa sa petreci doua saptamni intr-o familie de elvetieni?

Cu prietenie. 

6) Invitatie de participare la o intrunire 

Stimate profesor Elvis,

Am dori sa va informam ca intrunirea comitetului executiv va avea loc la Praga pe data de 5

septembrie.

Ordinea de zi a intrunirii este urmatoarea:

1….. 

2… 

3…. 

Daca aveti sugestii, va rugam sa ne scrieti imediat astlef incat sa le putem transmite si celorlalti

membrii ai comtetului.

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Astept cu interes sa va revad la intrunire.

Cele mai bune urari,

Al dumneavoastra,

7) Scrisoare de raspuns - acceptarea invitatiei 

Stimate domnule

Confirm primirea scrisorii dumneavoastra in care imi anuntati intrunirea comitetului executiv. As dori

sa va informez ca voi participa si ca voi sosi la Praga pe data de 4 septembrie.

Va rog sa aveti amabilitatea sa imi faceti rezervarea la un hotel de 4 stele.

Gasiti alaturat cateva sugestii pe care comisia noastra doreste sa le faca.

Complimente,

Al dumneavoastra,

8) Scrisori de acceptare ale unei invitatii

Stimate domn,

Imi face mare placere sa accept invitatia de a participa la lucrarile intrunirii pe care o prezidati.

Va voi anunta data sosirii mele cat mai curand posibil.

Astept cu interes sa ne intalnim si sa vad multi alti colegi.

Cele mai bune urari,

Al dumneavoastra,

9) Scrisori de refuz

a) Stimate domn,

Apreciez amabila dumneavoastra invitatie de a participa la congresul care se va tine la Paris. Imi

pare foarte rau ca ratez ocazia de a veni in tara dumneavoastra si de a ma intalni cu colegii mei.

Daca invitatia dumneavoastra ar fi ajuns mai devreme as fi putut sa-mi anulez angajamentul

anterior.

Sper sa ne vedem cu alta ocazie cat de curand.

Al dumneavoastra,

b) Stimate domn,

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  Tocmai am primit scrisoarea dumneavoastra din data de 10 aprilie cu rugamintea de a contribui la

intrunirea pe care o organizati pe probleme economice. Mi-e teama ca va trebui sa va refuz deoarece

am fost invitat sa tin o prelegere in strinatate pe data de 7 aprilie.

Imi exprim inca o data regretul de a nu putea participa la aceasta intrunire,

Al dumneavoastra,

c) Stimate Profesore Hill,

In primul rand trebuie sa imi cer scuze pentru intarzierea cu care raspund scrisorii dumneavoastra

din 2 noiembrie. Nu am avut timp sa va scriu deoarece pe 3 noiembrie am parasit Bucurestiul pentru

o calatorie de afaceri care a durat 10 zile.

Regret ca nu pot sa dau curs invitatiei dumneavoastra de a participa la congresul pe care il

organizati la inceputul lunii ianuarie anul viitor, dar voi fi plecat intr-o calatorie de afaceri in

strainatate pentru inca doua saptamani in luna ianuarie.

Mii de scuze,

Va rog sa transmiteti complimentele mele sotiei si fiicei dumneavoastra.

Cele mai bune urari,

Al dumneavoastra,

1)Invitation to a business dinner

Dear Sir,

I would like to discuss a few points concerning our new contract with you during my stay in Paris.

Might I suggest that we meet for an informal dinner at the calypso restaurant on Friday 5 February at

7 o’clock pm. 

2) Invitation to dinner with a close friend

Dear Doris,

How about coming round for dinner when you come to London next time?

It would be nice to see you again as soon as possible.

I am looking forward to hearing from you.

3) Invitation to spend a weekend

Dear Tom,

Thank you for your letter telling us of your plans to visit us in Warsaw. We will not be in the city

when you come, but we would be delighted, both my wife and I, if you would come to spend a

weekend in our country house situated within 50 kilometers from the city. There we could have arelaxed talk about your business proposition and we could make a plan together.

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I am looking forward to your answer as soon as possible.

4) Invitation to a friend

Dear Paul,

My wife and I will spend a few days in New York in May as part of a three-week trip in which we

would like to combine business with pleasure. I can’t give you the name and address of our hotel yet

as our reservations haven’t been confirmed, but I will call you as soon as we arrive to fix dinner

together at our hotel.

Best regards,

5) Invitation to a foreign friend

Dear Michael,

We have been writing to each other for more than one year and we haven’t met yet. It was very

interesting to exchange views on our two countries/on the two countries we live in. The summer

holidays are drawing near and I would like to invite you to my house at the beginning of July to show

you a part of my country. Would you be interested in spending a week in a Swiss family?

6 Invitation to a meeting

Dear Professor Elvis,

We would like to inform you that the meeting of the Executive Committee will take place in Prague

on 5 September.

The agenda of the meeting is the following:

1..................................................................

2.................................................................

3.................................................................

if you have any suggestions to make kindly write to us at once so that we could send them to the

other members of the Committee.

Best wishes,

Yours sincerely,

7) Accepting an invitation

Dear Sir,

I acknowledge receipt of your letter by which you announce about the meeting of the Executive

Committee. I would like to inform you that I will arrive in Prague on 4 September.

I kindly ask you to make a four-star hotel reservation for me.

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Please, find enclosed some suggestions that our Committee would like to make.

Best regards,

Yours faithfully,

8) Accepting an invitation

Dear Sir,

It gives me great pleasure to accept your kind invitation to participate in the works of the meeting

whose chairman you are.

I will let you know the date of my arrival as soon as possible.

I look forward to meeting you and many other colleagues.

Best wishes,

Yours faithfully

9) Declining an invitation

a) Dear Mr. Smith,

I very much appreciate your kind invitation to participate in the congress which will be held in Paris. I

am awfully sorry to miss the opportunity of coming to your country and meeting my colleagues.

Had your invitation reached me earlier, I could have cancelled my previous engagement.

Hoping to see you on another occasion,

Yours sincerely,

b) Dear Sir,

I have just received your letter of 10 April with the request of contributing to the meeting you

organize on economic issues. I am extremely grateful to you for this kind invitation. However, I am

afraid I shall have to decline it, as I have been invited to give a lecture abroad on 7 April and I have

already accepted.

Once again I express my regret that I am unable to take part in this meeting.

Yours faithfully,

c) Dear Professor Hill,

First of all I must apologize for the delay taken in answering your later of 2 November. I didn’t have

time to write to you as on 3 November I left Bucharest on a business trip which lasted for ten days.

I regret not being in the position to comply with your invitation of participating in the Congress you

organize at the beginning of January next year, but I will be away on a business trip abroad for a

fortnight in January.

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A thousand apologies!

Kindly send my regards to your wife and your daughter.

With best wishes,

Yours sincerely