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How to write a business letter

Average: 4.4 (5 votes)
Sun, 10/26/2008 - 00:00 — Chris McCarthy

Here are a few of things you should remember when you are writing a business letter:

First things first

  1. At the very top of the page, usually in the centre or to the right, write your business address.

  2. Below your address, leave a couple of blank lines and then add the date.

  3. Then leave a couple more blank lines and write the address of the company you are writing to on the right-hand side.

How to start a business letter

A salutation in a business letter is always 'Dear'.
Dear Mr. Smith (the person's first name or initial is not needed)
Dear Ms. Smith is used for a woman. Use Mrs. or Miss. only if you have been told to do so.
Dear Sir or Dear Madam is used when we do not know the name of the person we are writing to.
The salutation must be followed with a colon (:) i.e. Dear Mr.Smith:

The body of the letter

Start your letter with the reference for writing e.g. 'With reference to our meeting last week...'
Then give the reason why you are writing e.g. 'I am writing to confirm that...'
You can then make a request e.g. 'I would appreciate it if you...'
If you are going to meet with the person in the future you can then mention it  e.g. 'I am looking forward to meeting you next week.'
You may close your business letter with thanks e.g. 'Thanks in advance for your cooperation.'

How to end a business letter

Yours faithfully, is used when we do not know the person we are writing to.
Your sincerely, is used if we know the person we are writing to.
Best wishes, or Best regards is used when the person is a close contact.

 

Link: The Language of Business Meetings

Business English Courses at EC

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Comments

Mon, 10/27/2008 - 07:34 — nihatyavas

redundant ,

'I am(,) looking forward to meeting you next week.'

Sun, 11/02/2008 - 11:20 — riyoliang

So many thanks!

I like your post so much,and I am looking forward to meeting your next.

Fri, 12/05/2008 - 11:46 — pitchpotch

Sir vs. Madam!?

Dear Sir,
With reference to this lesson, I am writing to confirm that I find it very useful. I would appreciate it if you could throw light upon a question I have concerning the use of "Dear Sir (vs.) Dear Madam" when we don't know the sex of the person we are writing to.
Thank you in advance for your cooperation.
Yours faithfully,
Pitchpotch

Fri, 12/05/2008 - 12:07 — Chris McCarthy

To Whom It May Concern

'To Whom It May Concern' is used when we have no idea exactly who we are writing to. For example, you use this introduction on a reference letter for an employee who will, in the future, show it to possible employers.

Wed, 01/14/2009 - 11:38 — Miro Balo

sir or madam

You can use also:

'Dear Sir/Madam'

Tue, 05/12/2009 - 06:59 — Yura

I like this excellent site

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Mon, 12/28/2009 - 07:12 — kevin0000001

If you are currently pending

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Tue, 05/12/2009 - 06:59 — sohan

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Sun, 05/17/2009 - 10:40 — sohan

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Fri, 12/18/2009 - 12:56 — james1111 (not verified)

The business goals may be

The business goals may be defined for for-profit or for non-profit organizations. For-profit business plans typically focus on financial goals, such as profit or creation of wealth.

Mon, 12/28/2009 - 07:24 — kevin0000001

There is a lot of confusion

There is a lot of confusion about business letters and many people are not sure exactly what a "business letter" really is. In fact, the term "business letter" is a very general one that can mean many different specific letter types. This article clears up the confusion.

Mon, 12/28/2009 - 07:11 — kevin0000001

“Universal” is the term

“Universal” is the term used for life insurance that offers built in flexibility to change your premiums and the amount of life insurance you carry throughout the life of the policy. A universal life insurance policy will accumulate value as the premiums are placed in an interest building account. If your situation changes, and you decide you need more (or less) coverage, you can control how the universal life insurance policy operates.