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Onthe first of February, we will be switching from an annual billing cycle to aquarterly billing cycle… After conducting extensive research and receiving feedback from our customers, we

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Chapter 1:

Letter layout, content and style

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Business letter – What is it used for?

A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example.

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Letter Structure

[Sender’s Name]

[Sender’s Company Name]

[Sender’s Street Address]

[Sender’s City, State/Province, & Zip/Postal Code]

[Sender’s phone number and/or email address]

[Date]

[Recipient’s Name]

[Recipient’s Company Name]

[Recipient’s Street Address]

[Recipient’s City, State/Province, & Zip/Postal Code]

[Recipient’s phone number and/or email address]

[Subject]

[Dear Name], [Introduction – this is where you explain the purpose of the letter such as why you are writing it, what you hope to achieve from it, and any other important information you want to state upfront.]

[Middle Section – this is where you elaborate and provide more detail about what you outlined in the first paragraph There may be several more paragraphs like this depending

on how long the letter needs to be]

[Conclusion – this is the place where you wrap up and summarize things There may be a call to action or next steps included in this paragraph.]

[Sincerely], [Signature]

[Name of Sender]

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Parts of a business letter

1 Sender’s address/ Return

address

 Usually: top right-hand corner

 Less common : top left-hand

corner

 No punctuation

ABC EDUCATION INC

1234 – 123 Street New York

NY 01218May 21, 2018XYZ Company Inc

6789 – 789 StreetNew York, NY 04851Dear Sir/Madam,

ABC EDUCATION INC

1234 – 123 Street New York

NY 01218May 21, 2018XYZ Company Inc

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2 Reference

 At least one blank line below the

sender’s address or letterhead

 Right-hand side or left-hand side

XYZ Company Inc

Your ref:

Our ref: JB/JGMay 21, 2018

XYZ Company Inc

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3 Date

 At least one blank line

below the sender’s address

May 21, 2018

XYZ Company Inc

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4 Recipient’s address/ Inside

address

 One to ten blank lines below

the date and always on the

left-hand side

 Should be on separate lines as

it would appear on the

envelope

May 21, 2018

XYZ Company Inc

May 21, 2018

XYZ Company Inc

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Recipient’s surname known

 Write it as first line of the inside

6789 – 789 StreetNew York, NY 04851Dear Ms Geenie,

Re: Updated Billing Frequency

I am writing to inform you of our new pricing model effective February 1, 2019 Onthe first of February, we will be switching from an annual billing cycle to aquarterly billing cycle…

After conducting extensive research and receiving feedback from our customers,

we have determined that most customers strongly prefer a quarterly billing cyclerather than an annual one In order to best suit your needs, …

May 21, 2018

Ms Sarah GeenieXYZ Company Inc

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Recipient’s name not known

 If you only know the person’s job title, you can use that in the inside address, e.g.

The Sales Manager , or The Finance Director

Accounts Department

 Or you can address to the company itself:

Compuvision Ltd , or Messrs Collier

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5 Attention line

 Alternative to the recipient’s name

or job title in the inside address

 Should be underlined or printed in

bold or CAPITALS, e.g.

For the attention of the Sales Manager

ATTENTION: MS TERRY ROBERTS

 A blank line below the inside

May 21, 2018

XYZ Company Inc

6789 – 789 StreetNew York, NY 04851For the attention of the Sales ManagerDear Sir/Madam,

May 21, 2018

XYZ Company Inc

6789 – 789 StreetNew York, NY 04851For the attention of the Sales ManagerDear Sir/Madam,

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6 Salutation

Addressing people you know their names:

 but do not know them well, use title &

surname, do not include initials or first

names:

Dear Mr Smith / Dear Miss Tan

NOT Dear Mr J Smith or Dear Mr John

Smith

 and you know them well, use just first

name: Dear John / Dear Mary

Note: A comma after the salutation is

optional

In American English, a colon is used instead.

May 21, 2018

This letter is simply to notify you of the upcoming changes, and no immediateaction is required from you at this time We thank you for your continuedbusiness

Sincerely,

John Bravo

John Bravo

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6 Salutation

Addressing people you do not

know their names:

May 21, 2018

XYZ Company Inc

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Salutation

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7 Subject title

 Directly after the salutation

and separate from it by a blank

May 21, 2018

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8 Main (body)

The actual message of your letter

 Leave a line space between

6789 – 789 StreetNew York, NY 04851

Dear Ms Geenie,

Sincerely,

John Bravo

John Bravo

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9 Complimentary close

Yours faithfully

Dear Sir Dear Sirs Dear Madam Dear Sir or Madam Dear Mr Smith

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10 Signature/ Sender’s

identification

 Write your job title or

department directly beneath

your name

behalf of the sender, write

Sincerely,

Selena Gomez

p.p John BravoSales Manager

May 21, 2018

Your ref:

Our ref: JB/SG

Sincerely,

Selena Gomez

p.p John BravoSales Manager

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11 Enclosures

 A line space below the

sender’s identification

 Consisting of the word: “ Enc ”

or “ Encl ” followed by a list of

the enclosed items, e.g

Enc Bill of Lading (3 copies)

Insurance certificate (1

copy)

May 21, 2018

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12 Copies

 At least a blank line below the

sender’s identification or the

Enclosures

 Consisting of the word: “ C.C ” or

“ Copy ” followed by the name/s

and designation/s of the copy

recipient/s, e.g

C.C Ravi Gopal, General Manager

Candice Reeves, Accountant

May 21, 2018

Sincerely,

John Bravo

John BravoC.C Ravi Gopal, General Manager

May 21, 2018

Sincerely,

John Bravo

John BravoC.C Ravi Gopal, General Manager

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Group discussion

1 Name compulsory parts of a business letter.

2 Name optional parts of a business letter.

3 What is a letterhead? What do you do when there’s no letterhead?

4 What does “Messrs” stand for? What is it used for?

5 When do you use Miss, Mrs and Ms?

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Call out parts of this letter

Which part(s) should be added?

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Letter layout

1 Full block

May 21, 2018Sarah GeenieXYZ Company Inc

Dear Ms Geenie,

Sincerely,

John Bravo

John Bravo

May 21, 2018Sarah GeenieXYZ Company Inc

Dear Ms Geenie,

Sincerely,

John Bravo

John Bravo

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Letter layout

2 Block

complimentary closing,

company signature, writer’s

identification start at the

horizontal center of the page

May 21, 2018Sarah Geenie

XYZ Company Inc

Dear Ms Geenie,

XYZ Company Inc

Dear Ms Geenie,

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Letter layout

3 Semi block

spaces).

Signatures, Name and

Designation are on the right

side of the margin.

heading is on the right side of

the margin.

XYZ Company Inc

Dear Ms Geenie,

I am writing to inform you of our new pricing model effectiveFebruary 1, 2019 On the first of February, we will be switching from an annualbilling cycle to a quarterly billing cycle…

After conducting extensive research and receiving feedback from ourcustomers, we have determined that most customers strongly prefer a quarterlybilling cycle rather than an annual one In order to best suit your needs, …

This letter is simply to notify you of the upcoming changes, and noimmediate action is required from you at this time We thank you for yourcontinued business

Sincerely,

John Bravo

John Bravo

XYZ Company Inc

Dear Ms Geenie,

I am writing to inform you of our new pricing model effectiveFebruary 1, 2019 On the first of February, we will be switching from an annualbilling cycle to a quarterly billing cycle…

After conducting extensive research and receiving feedback from ourcustomers, we have determined that most customers strongly prefer a quarterlybilling cycle rather than an annual one In order to best suit your needs, …

This letter is simply to notify you of the upcoming changes, and noimmediate action is required from you at this time We thank you for yourcontinued business

Sincerely,

John Bravo

John Bravo

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Practice 1: What are the differences?

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Practice 2: Type this letter in layout 1, 2 and 3

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Jacquenlien Brauer Jacquenlien Brauer’s address Jacquenlien Brauer’s email/ phone July 9, 2020

The Middle Atlantic Institude of Technology

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Structuring the body

4 Point Plan

1 Opening or Introduction

2 Central/ Middle section (details)

3 Conclusion (Action or Response)

4 Close

30

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1 Opening or Introduction (state the reason)

E.g Thank you for your letter of …

Further to our telephone conversation today,…

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Translate this sentences into English

Công ty ABC xin cảm ơn thư của bạn hàng đề ngày 20 tháng 3 2020 về hỏi mua áo len phụ nữ.

ABC Co thank you for your letter of 20 March 2020 for Ladies’ woolens.

Chúng tôi muốn mua đồ gốm sứ Việt Nam nhằm mục đích xuất khẩu.

 We are interested in Vietnamese china and pottery for exporting purpose

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2 Central/ Middle section (details)

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bảng giá hiện hành cho những mặt hàng nói trên

We would be obliged if you would send us a catalogue and the

current price list for the mentioned items

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If payment is not received within seven days, this matter will be placed in the hands of our solicitor.

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chúng tôi sẽ đặt mua với số lượng lớn hơn trong tương lai

 If we feel we can develop this market in Vietnam, we will place

larger orders with you in the future.

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Usually, a simple one-line closing sentence

A prompt reply would be appreciated.

Please let me know if you need any further information.

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Practice 4: Match the sentences to their correct section in the letter

1 We can offer you immediate shipment of 100 tons of rice… A Introduction

2 Please let me know if you need any further question B Middle/ Central

3 We thank you for your inquiry of 1st June concerning wool

4 If the account is still not settled, we will have to take legal

Answer: 1-B; 2-D; 3-A; 4-C

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Content and Style

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1 Remember your ABC

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