Bussiness letter

Question

I'm going to learn writing business letters. Could you please tell me about the styles and structure of business letters

Free_spirit · Accepted Answer

Hi,

The styles of business letters depend on a various things, such as the company you are working for and the style guidelines they require you to use. I suggest that you find a book (or books) that covers aspects of writing a business letter and the various styles and formatting so that you become familiar with the different ways things can be done.

Some general idea is to write in a formal manner. Do not use slang, colloquialisms, or idioms. There are various ideas on where the address related information should go (e.g. currently, it is usually put on the left side of the page).

Usually you will place your address at the top of the page, although if you work for a company with letterhead paper (pre-printed address and company logo) then this is not required.

This is followed by the date, in an appropriate format (e.g. 1 January 2011; or January 1, 2011)

Next you place the address of the person you are writing to.

You then start the letter with an appropriate salutation, the greeting to the person you are writing to (such as Dear Sir/Madam; To Whom It May Concern; Dear Mr. Smith; etc).

Next, depending on the type of business letter there may be a specific heading such as: Re. Complaint About Customer Service Representative

You then have the main text of the letter, divided into paragraphs, and also perhaps into numbered points (in the case of legal letters).

You the sign off the letter in an appropriate format, with something like: Yours Sincerely; Kind Regards; Sincerely; etc, followed by space for an actual signature, and a typed name underneath that.

Finally, any enclosures are noted (e.g. encl. Copies of bank statement) and note any additional people the letter is being sent to with either "copy" or "cc:".

Here is a brief example (I am John Smith, writing to Mr. Robert Jones):

John Smith
123 Main Street,
Sometown,
New Zealand

Phone: +64-01-234 56789
Email: Email Removed

18 January 2011

Mr. Robert Jones
987 High Street
Nowhereville,
New Zealand

Dear Mr. Jones,

COMPLAINT REGARDING STANDARDS OF OUR BUSINESS LETTER WRITING SERVICE

I write in respect to your complaint about the standards of the letters produced by my staff at Anonymous Business Letter Writing Service Ltd. This letter provides details on how we can resolve the outstanding issues you have raised.

1. Letterhead

I understand that you are concerned that your name and address was placed on the left side of the page, when traditionally you placed your name and address on the right side oft the page. Times have changed, and the current style is to place your name and address on the left hand side of the page.

2. < etc etc etc etc>

If you have any further concerns, please don't hesitate to contact me either in writing, or by phone, at with the contact details above.

Kind Regards,

John Smith

cc: Jack Johnson, Head of Complaints Department

enclosed: Copy of Company Style Manual for Business Letters

White_gown_angel · Answer

Thankyou so much. I am very grateful about your reply.[F]

White_gown_angel · Answer

I'd love to learn about the way that English language is used in business letters. How would I reply the letter below?:

Warwick House
Warwick Street
Forest Hill
London
SE23UF

Telephone: +44012085661386
Facsimile: +44012085661385
Email: Email Removed
www.comvis.co.uk

DS/MR
Date 21 September 2010

Ms B. Kaasen
Bredgade 51
DK1260
Copenhagen K
DENMARK

Private and confidential

Dear Ms Kaasen

Non-payment of invoice 322/17

It appears from our records that, despite several reminders, the above invoice remains unpaid. unless the acount i cleared within 14 days from the date of this letter, we shall take legal action.

Yours sincerely
Donald Sampson
Donald Sampson
Sale Manager

c.c. Messrs Poole & Jackson Ltd, Solicitors

Bussiness letter

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