Business letters in english

Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier. Business letters are sometimes called snailmail (in contrast to email which is faster). This lesson concentrates on business letters but also looks at other business correspondence.

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Business Letters in English

Business letters are formal paper communications between, to or from businesses and usually sent through the Post Office or sometimes by courier Business letters are sometimes called "snail-mail" (in contrast to email which is faster) This lesson concentrates on business letters but also looks at other business correspondence It includes:

 letter

 memo

 fax

 email

Who writes Business Letters?

Most people who have an occupation have to write business letters Some write many letters each day and others only write a few

letters over the course of a career Business people also read letters on a daily basis 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

 staff member «» staff member

 person «» person

Why write Business Letters?

There are many reasons why you may need to write business letters or other correspondence:

 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

Formatting Business Letters

Block format is the most common format used in business today With this format, nothing is centred The sender's address, the recipient's address, the date and all new paragraphs begin at the left margin, like this:

Wicked Wax Co Ltd

22 Charlton Way

London, SE10 8QY

5th December, 2006

Ms Maggie Jones

Angel Cosmetics Inc

110 East 25th Street

New York, NY, 10021

USA

Your ref: 123

Our ref: abc

Dear Ms Jones,

Forthcoming Exhibition

First paragraph

Second paragraph

Third paragraph

Sincerely,

Morris Howard

Morris Howard, President

cc: Brian Waldorf

Enc: catalogue

« SENDER'S ADDRESS

« may be printed company logo and address

« DATE

« RECIPIENT'S ADDRESS

« RECIPIENT'S REFERENCE (IF ANY)

« SENDER'S REFERENCE (IF ANY)

« SALUTATION

« SUBJECT

« BODY OF LETTER

« CLOSING

« SIGNATURE (HAND-WRITTEN)

« NAME, TITLE (TYPED)

« COPY TO

« ENCLOSURE

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

Who am I writing this letter to?

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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

Why am I writing this letter?

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

Are there specific details I need to include?

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

Do I require a response?

Many types of business letter require a response Others are written in response to a letter that has been received Before you start writing, determine whether or not you require an action or response from the recipient Your request or requirement should be very clear In some cases you may even need to provide a deadline for a response If you do require a response, how should the

recipient contact you? Indicate this information clearly as well You may want to provide more than one option, such as an email address and a phone number

How can I organize my points logically?

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 Here is an example outline:

RECIPIENT

 Karen Jacobson

 Acquaintance (met twice before, briefly)

 Title: President, The Flying Club

 Address: 44 Windermere Drive, Waterloo, Ontario L1B 2C5

REASON

 To invite a board member to remain on the board for a second term

 Other members suggested that she has enjoyed this position and has been thinking about staying on

 No other volunteers have come forward to take over at the end of September

SPECIFIC DETAILS

 If she decides to stay on she will need to be available for the national meeting on 5 November

 Board members who stay for two terms are sometimes asked to take on extra duties, such as taking minutes

or hosting social events

RESPONSE

 She will need to respond by 1 September

 She can contact me by email or phone

ORGANIZATION

 Return address of our institution

 Karen Jacobson's title and address

 Salutation: Dear Ms Jacobson

 First paragraph: Introduce myself briefly remind Karen where we met before Provide my reason for writing:

"I have heard from a number of board members that you may be interested in staying on for a second term

We would be very pleased to have you stay on for another year."

 Second paragraph: Explain what type of commitment this position will involve this year (once a month

meetings, national meeting, plus possible extra duties)

 Third Paragraph: Provide deadline for response and how to contact me

 Closing: Express thanks to Karen for volunteering her time this year

Writing a Business Letter

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

Salutation

First and foremost, make sure that you spell the recipient's name correctly You should also confirm the gender and proper title Use Ms for women and Mr for men Use Mrs if you are 100% sure that a woman is married Under less formal circumstances, or after a long period of correspondence it may be acceptable to address a person by his or her first name When you don't know the name of a person and cannot find this information out you may write, "To Whom It May Concern" It is standard to use a comma (colon in North America) after the salutation It is also possible to use no punctuation mark at all Here are some common ways to address the recipient:

 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:

First paragraph

In most types of business letter it is common to use a friendly greeting in the first sentence of the letter Here are some examples:

 I hope you are enjoying a fine summer

 Thank you for your kind letter of January 5th

 I came across an ad for your company in The Star today

 It was a pleasure meeting you at the conference this month

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 I appreciate your patience in waiting for a response

After your short opening, state the main point of your letter in one or two sentences:

 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

Second and third paragraphs

Use a few short paragraphs to go into greater detail about your main point If one paragraph is all you need, don't write an extra paragraph just to make your letter look longer If you are including sensitive material, such as rejecting an offer or informing an employee of a layoff period, embed this sentence in the second paragraph rather than opening with it Here are some common ways to express unpleasant facts:

 We regret to inform you

 It is with great sadness that we

 After careful consideration we have decided

Final paragraph

Your last paragraph should include requests, reminders, and notes on enclosures If necessary, your contact information should also be in this paragraph Here are some common phrases used when closing a business letter:

 I look forward to

 Please respond at your earliest convenience

 I should also remind you that the next board meeting is on February 5th

 For futher 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

Here are some common ways to close a letter Use a comma between the closing and your handwritten name (or typed in an email) If you do not use a comma or colon in your salutation, leave out the comma after the closing phrase:

 Yours truly,

 Yours sincerely,

 Sincerely,

 Sincerely yours

 Thank you,

 Best wishes

 All the best,

 Best of luck

 Warm regards,

Topic 1:

You are looking for a part-time job

Write a letter to an employment agency.In your letter

 Introduce yourself

 Explain what sort of job you would like

 And say what experience and skills you have

Topic 2:

You have seen an advertisement for part-time work in a hotel for three months over the summer

Write a letter to the Manager

In your letter

 Say what experience you have

 Ask what the work involves

 Enquire about conditions

Topic 3:

You are going on a short course to a training college abroad It is a college that you have not been to before

Write a letter to the accommodation officer.In your letter

 Give details of your course and your arrival/departure date

 Explain your accommodation needs

 Ask for information about getting to and from the college

Topic 4:

Write a letter to the accommodation officer at the college.In your letter:

 Explain your situation

 Describe the accommodation you require

 Say when you will need

Topic 5:

You will move to a new city for work You know some people who live there

 Ask them for help finding accommodation

 Tell them where you would like to live

 Tell them the type of place you are looking for

Topic 6:

You live in a room in college which you share with another student.You find it very difficult to work there because he or she always has friends visiting.They have parties in the room and sometimes borrow your things without asking you

Topic 7:

You are due to move into a rented apartment next month but you will not be able to because you have some problems

Write a letter to the landlord.In your letter:

 Explain your situation

 Describe your problems

 Tell him/her when you think you can move in

 You should write at least 150 words

 You do NOT need to write your own address

Topic 8:

You cannot go to a company where you got an offer.Write a letter to the HR supervisor to

1.Explain the reason why you decline the offer

2.Express you gratitude

3.Explain you like your current job very much

Topic 9

One of your pen pals will shortly be visiting your city.For some reasons,you cannot manage to meet him at the airport on time

Write a letter asking him to wait for you at the airport and tell him how to identify you

Topic 10:

You have been offered a job,asking you to start next week.You want the job very much but,because of a previous commitment,you want to delay the start for another two weeks

Write to the Manager, accepting the job,but explaining your situation and asking for the change to your start date

Topic 11:

You have just spent a weekend at a friend’s house.When you returned home,you discovered you have left a coat containing some belongings in his house

Write a letter to your friend telling him that you left the coat.Tell him what the coat looks like,where you think you left it and what was inside it.Make some suggestions about how to get it back

Topic 12:

You borrowed an important textbook from a classmate last term

You now realize your classmate has returned home overseas and you still have the book

Write a letter to him/her.In your letter

 Apologize for the mistake

 Find out how important the book is to him/her

 Say what you will do

Topic 13:

You are an international student and have borrowed a book from the local public library.You left the book on a bus and when you contacted the bus company,they could not find it.Write a letter to the librarian explaining the situation and asking what you should do

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 You should write at least 150 words

Topic 14:

An English-speaking friend wants to spend a two-week holiday in your region and has written asking for information and advice Write a letter to your friend.In your letter

 Offer to find somewhere to stay

 Give advice about what to do

 Give information about what clothes to bring

Topic 15:

A friend of yours is going on holiday soon and has asked you to recommend a destination

Write a letter to your friend and recommend a good place for a holiday that you have visited before.Say where you went,where you stayed,what you can do there and what the food was like

Topic 16:

A friend you met last year has invited you to visit them in their country

You have never been there before and need some information before you leave

Write a letter to your friend.In your letter

 Request advice about a gift for his/her family

 Ask about activities and clothing

 Find out about the food

 You should write at least 150 words

 You do NOT need to write your own address

Topic 17:

You have recently been to stay with an old friend for a few days.You hadn’t seen each other for a long time

 Say how you felt about the visit

 Refer to something enjoyable that you did while staying with him/her

 Invite your friend to visit you

Topic 18:

You recently visited a place that had a strong impact on you

Write a letter to a friend about the place.In your letter

 Explain where the place was and how you got there

 Descibe what you saw

 Offer to take your friend there

Topic 19:

You eat at your college cafeteria every lunchtime.However,you think it needs some improvements

Write a letter to the college magazine.In your letter

 Explain what you like about the cafeteria

 Say what is wrong with it

 Suggest how it could be improved

Topic 20:

You would like to buy some electrical goods at a shop in a nearby town

Write a letter to the shop and ask if they have the things you want or whether they will be able to order them.Ask what the prices are and how long they will be able to hold the goods for you

Topic 21:

Your neighbors have recently written to you to complain about the noise from your flat

Write a letter to your neighbors.In your letter

 Explain the reasons for the noise

 Apologize

 Describe what action you will take

Samples for writing

Topic 1- 2 (format letter) Chú ý: Đọc kỹ cấu trúc lá thư Viết lại nhiều lần theo ý của mình Có gì không hiểu thì phải hỏi gấp Học xong thì phải về nhà học lại ngay để tránh tình trạng quên bài Có thể tham khảo nhiều bài mẫu trong sách Học từ vựng mỗi ngày để viết tốt Học tốt nhe

Dear Sir/ Madam,

I am writing to express my interest in position you have advertised for……1…….as (a waiter, a waitress, a receptionist, a wait staff, an assistant staff, a reception desk, Hotel Housekeeping Attendant) I saw it on…………

I am studying ………….at……….university I am looking for this job to get experience and money for my life I can work from…….to…….all weekdays

I worked as…… at………hotel (company) last year I enjoyed it because I got a lot of experience and skills such as the

customer interaction, team work, communication skills, customer service skills, adaptability, problem solving, interpersonal skills

In this position, I honed my interpersonal skills through customer service, clerical responsibilities (in-phone, telephone, and

electronic correspondence, mail), and by assessing and responding to the various tasks a vibrant work environment brings

I am honest, reliable, friendly and easy to get along with, as well as being a quick learner.(I have the skills and experience required to competently take on this role and I am confident that I would work to exceed your expectations)/ (I believe that these are the kinds of skills and abilities you are seeking in this position and I can meet your demands)

Thank you for your consideration I would like to meet you next week to discuss this position with you further I would

appreciate a reply at your earliest convenience by calling me at 232-231-4563 or sending email chamchihoc@gmail.com

I very much look forward to hearing from you and thank you for considering my application

Yours Sincerely,

Topic 3-6 (recommendation letter format) Chú ý: Đọc kỹ cấu trúc lá thư Viết lại nhiều lần theo ý của mình Có gì không hiểu thì phải hỏi gấp Học xong thì phải về nhà học lại ngay để tránh tình trạng quên bài Có thể tham khảo nhiều bài mẫu trong sách Học từ vựng mỗi ngày để viết tốt Học tốt nhe

Dear Sir/Madam,

My name is … … … I am a (student at XX

university/ a farmer from …/ a worker from…)

I am writing to inform you that … (1)…

I will be arriving on … … … and will be leaving on

… … …

I will require … (a single room/ a double room/ a

room in a family house)

I would prefer … (2) …

I would be grateful if … (3) …

Could you please tell me how much this will cost and

how I should make a payment?

Thank you for your consideration I would appreciate

a reply at your earliest convenience by calling me at

223-231-4563 or sending email

chamchihoc@gmail.com

Yours sincerely,

XXX

Topic 3: (1) I will be attending the Advanced Life Insurance course at the

University of Hartford

(2) My own bathroom, if this is possible, but do not mind sharing if I have to;

(3) You could provide some information about getting to and from the University Will I need to take public transport from the station or is there a University bus service?

Topic 4: (1) I have been accepted to take a one-month training course at

Green mount Agricultural College starting next January

(2) A room nears the college because I will not have time to learn my way around

(3) You could either find me accommodation for the month or give me a list

of addresses which I could write to

Topic 5: (1) I will move to live in the city for work

(2) To live somewhere new with a private bathroom, a kitchen and some kind of living room

(3) You could give me somewhere to live close to where I am going to be working, or in the downtown district If possible I would like to be near some shops and near a park

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Topic 6 :(1) I wish to move into a new room next term, as I find the present

sharing arrangement inconvenient The reasons are that my roommate always has friends visiting, having parties in the room and sometimes borrow my things without asking me

(2) My own bathroom

(3) You could find a room for me, preferably not in the same building but as near to the college campus as possible

I regret to inform you that … (1) …, 7: (1) I will no longer be able to move in, as my plans have had to change I am really

so sorry about this

8: (1) I decline your generous invitation and I am really so sorry this has happened 9: (1) I will not be able to meet you at the airport as soon as you arrive I am really so

sorry about this

10: (1) I have delayed the job which you have offered although I really want it I am

really so sorry about this

I have received your letter to request me to

do this immediately However, After

careful consideration I have decided (not)

to do this Because …

7: (2) I had a problem Last summer vacation, I traveled to … I had a traffic accident I

fell on the road and broke my hand (leg…) My head hurt I went to see a doctor The doctor advised me to take a rest about…in hospital I am unable to write for the time being (last month, my mother got sick, she went go see a doctor The doctor advised her

to take a rest in hospital Unluckily, My family has only 2 people: my mother and me So

I had to take care of her.) 8: (2) my family has just moved to another place which is far from your company So it

is difficult for me to travel to work

( I have got a MBA scholarship Next month, I will go Singapore to attend this course

So I don’t have time to work with you)

9: (2) Your flight will arrive early in the morning, and I cannot get to the airport on time

because I have to take my brother to school

10: (2) I have a important previous commitment which is my sister's wedding After the

wedding, I will travel a few days with my parents who wanted me to travel because I

have lived for 4 years far from home

I love this job so much because it is suitable for me and my major It is difficult to find a good job I passed your interview successfully and the company chose me I promise to bring a lot of benefits for your company

I would like to delay … (3) …

I hope this will not cause you any

difficulties

I am really sorry that I am informing

you about this change so late but I am

also sure that you will understand my

situation and cooperation with me

7: (3) for five weeks When I recover and feel better I will call you to discuss this

problem

8 this offer I passed your interview successfully and the company chose me I am happy because I want to do this job so much it is suitable for me and my major 9: (3) for an hour after you land Please wait for me in the arrival lounge You should

have breakfast there while you wait

By the way, as we have never met I tell you how to recognize me: I am (of medium height/ tall/ short) and have (a small mustache/ black hair/ blond hair) In addition, I will

be carrying a (newspaper/ black suitcase/ bunch of flower) on my hand

10: (3) for another two weeks Could you delay the start date for me?

Bài 11 -13 Chú ý: Đọc kỹ cấu trúc lá thư Viết lại nhiều lần theo ý của mình Có gì không hiểu thì phải hỏi gấp Học xong thì phải về nhà học lại ngay để tránh tình trạng quên bài Có thể tham khảo nhiều bài mẫu trong sách Học từ vựng mỗi ngày để viết tốt Học tốt nhe

I’m writing this letter to inform you

that…

11 I has forgotten my coat in your house

12 I still have your book which I borrowed you

13 I have lost a book which I borrowed you

I am … I am a student at …… I am

really so sorry this has happened As

you know,

11 I have just spend a week at your house to do university project I was very happy when we did the project well We had good marks

12 I borrowed your grammar book on …… It was very useful for me It was a good book I could understand and it helped me learn and improve English quickly

So I could do the final exam with good marks

13 I borrowed …… on …… It was very useful for me

It was a good book I could understand and it helped

me learn and improve English quickly So I could do the final exam with good marks

Unfortunately, 11 I have forgotten my coat in your house While I was eating dinner with your

family, I hang my coat on … beside your bathroom It is white/ brown/ It looks beautiful The coat has my usb, ID card, passport, pens, student’s card, … inside it

12 When the final exam ended I quickly returned home overseas I now realize that

I still have the book I forgot return it to you

13 when I was on the bus going home, I read this book I was tired so I fell asleep I woke up at the bus stop and got off the

bus I realized that I forgot to bring this book on the bus I tried to contact the bus company and a driver next day However, they could not find it

I sincerely apologize for any

inconvenience caused by my mistake

11 Can you return it for me next week? Or my friend, John, will get it for me next week?

12 I will return it for you next week if you need it Or Can I send you money so that you can buy a new one

13 I will buy a new one and return it to you or Can I send money so that you can buy

a new one?

I’m writing this letter to inform you that I has forgotten my coat in your house I am … I am a

student at …… I am really so sorry this has happened As you know, I have just spend a week at your house to do university project I was very happy when we did the project well We had a good marks

Unfortunately, I have forgotten my coat in your house While I was eating dinner with your family, I hang my coat on … beside your bathroom It is white/ brown/ It looks beautiful The coat has my usb, ID card, passport, pens, student’s card, … inside it I sincerely apologize for any inconvenience caused by my mistakes Can you return it for me next week? Or my friend, John, will get it for me next week?

Thank you for your consideration I would appreciate a reply at your earliest convenience Please call me at 232-231-4563 or send

email chamchihoc@gmail.com

I’m delighted that … (1) …

I think you can stay… (2) …

There are lots of things to do You can enjoy

many beautiful places in my country There

are … (3) …

You should bring … (4) …

Please let me know exactly when you're

coming so that I can meet you at the airport

Thank you for your consideration I would

appreciate a reply at your earliest

14: (1) you are coming to Vietnam next month to spend a two-week holiday (2) with me and my family in Binh Duong province Otherwise, if you prefer, I

can easily book a cheap and comfortable hotel for you near the beach where you can be more independent

(3) several interesting museums and temples which I’m sure you will enjoy One place you really should visit is an excellent theme park called Dai Nam, where you’ll want to spend the whole day Also, you ought to go to our excellent night safari, which is about an hour away by bus

(4) a coat, T- shirts, Jeans and a jacket because it’s a bit cooler in the evening