Business Letter Writing

Introduction
A business letter is a professional, formal letter
that is sent by one company to another or
within the company. These letters can be used
for professional correspondence between
business clients, employees, stakeholders as
well as individuals.

Whether you need to tell a potential client

about your product, collaborate with another
company, convince someone to attend your
event, or give a thank you note – a well-
written business letter can stand out.
 A Letter Sample
Sender’s address/Business
Bredgade 51 DK 1260
Letterhead
Copenhagen K. DENMARK

November 27, 2013

Date
Soundsonic Ltd.
Inside address
25 Warwick House, Warwick Street,
Forrest Hill,
London SE23 1JF UNITED KINGDOM

For the attention of the Sales Manager

Attention line

Quadraphonic sound systems

Subject title

Dear Sir or Madam,

Salutation

Body of Please would you send me details of your quadraphonic sound systems which were advertised in the
April edition of Sound Monthly.
the letter I am particularly interested in the Omega range of equipment that you specialize in.
•Looking forward to hearing from you

Yours faithfully,
Complimentary close

Signature B. Kaasen (Ms)

Production Manager
Title (p.p.)

Bill of loading (5 copies

Enc. :
Bill of exchange (1 copy)
Encl.:
c.c. Messrs. Poole & Jackson Ltd. Solicitors
Copies
Tips
The elements of a letter should be
neither too widespread nor too dense.

If your letter is brief, use larger fonts.

It will look better.
The format should convey
information clearly and logically,
reflecting your organization’s style.
Elements of a business letter
letterhead or body or text
return address complimentary
date line
personal or close
confidential signature
notation, name and title
inside address
lines
attention line
enclosure line
salutation
copies line
subject or
reference line postscript
Letterhead
Letterhead
A good letterhead should be:
readable, informative and attractive BUT
not too attention occupying
Mandatory elements:
firm name,
address (including zip code and area code)
telephone number,
www.
Optional elements:
a logo,
the executive’s name and title,
a list of board directors or other governing bodies.
 Date
The date is written bellow the sender’s address,
sometimes
separated from it by a space.

Two most common forms:

November 27, 2009
27 November 2009

The month is never abbreviated, the day is

never spelled out, and endings for numbers
(27th) are not usually used.
The shortened date can also be used:
11/27/2009
27/11/2009
Confidential or personal
notation
Example:
Private & confidential

Below the date but above the address

of the person you are writing to
(recipient)
Between the date line and the inside
address.
The same notation should be put on the
envelope.
Inside address
The address of the recipient:
Soundsonic Ltd.
25 Warwick House, Warwick Street,
Forrest Hill,
London SE23 1JF
UNITED KINGDOM
Always on the left and single spaced.
The recipient’s name (if stated) is followed
by the company’s name, the department or
division, the street address, city postal code
and country
If one of the lines is very long, put half of it
on the next line, indenting two or three
spaces.
 Recipients
The recipient’s name (if stated) and the
title are separated by a comma
The title can be underneath the name or
omitted.
If you are writing to more than one
person, make a list of the names in
alphabetical order.
 Attention line
Example:
Attn: Sales Manager

This is used when you do not know the

name of the person you are writing to.
This line can also be printed before the
address of the company.
 Subject title
Example:
SUBJECT: Quadraphonic sound systems

The subject title

 Provides a further reference,
 Saves introducing the subject in the first
paragraph,
 Immediately draws attention to the topic of the
letter,
 Allows the writer to refer to it throughout the
letter,
 Quickly identifies the purpose of the letter,
 Should be less than one line/ one or two words.
 Reference line
Example:
Ref No: 99887/09

References indicate what the letter refers to

(Your Ref.) and the correspondence to refer
to when replying (Our Ref.).
When referring to an order number or to a
reference number used by you or your
recipient, make sure you quote all
references accurately.
It can be placed instead of the subject title.
Salutation
Example:
Dear Sir,
Dear Sirs,
Dear Madam,
Dear Sir or Madam,
Dear Mr. James,

Should be written below the address and

with a space of one or two lines before the
body of the letter.
It is followed by a comma (,) or a colon (:),
which is optional
Body of the letter
Deals with:
how much information to give,
how to plan a letter,
what sort of style to use,
how to make a letter as clear,
informative and accurate as possible.
Length
The length depends on:
 the subject of the letter
the style and the language used.
The right length includes the right amount of
information.
Sequence
All the necessary points should be
made in a logical sequence
Each piece of information linking with
the previous one in a pattern that can
be followed.
So, put the ideas and information in
logical order.
Style
Avoid slang, jargon, buzz words, and exclusive
language.
Avoid the passive voice. Use the active voice and
active verbs.
Use full forms.
Be brief. Give short but clear explanations,
instructions, reasons. Be specific. State the facts.
Be pleasant, positive, lively, and encouraging.
Use the word “you” in the opening sentence, but
avoid using too many “you”-s in your letter.
“I”-s should be used when you are speaking
about yourself.
“We”-s should be used when speaking on behalf
of your company or a group of associates.
First paragraph:
State the main idea in the first or second
sentence of your letter.
These sentences should catch the reader’s
eye and get him to react to your letter.

In the first paragraph you will:

Thank your correspondent for his letter (if
replying),
Introduce yourself and your company if
necessary,
State the subject of the letter, and
Set out the purpose of the letter.
Second paragraph:
It is the main part of the letter

It is concerned with :
points that need to be made,
answers you want to give or
questions you want to ask.
Final paragraph:
When closing the letter ….

Thank the person for writing, if you

reply.
Encourage further enquiries and
correspondence,
Mention that you look forward to hear
from the person soon.
Important issues from the previous
paragraphs may be restated.
Complimentary close
Example: Yours sincerely, Yours
faithfully,
Yours truly, Truly yours

If the letter begins Dear Sir, Dear Sirs,

Dear Madam, or Dear Sir or Madam, it
will close with Yours faithfully.

If the letter begins with personal name

(Dear Mr. James), it will close with Yours
sincerely.

Leave one line between the body of the

letter and the complimentary close.
Signature
The signature block consists of your
typed name, your handwritten
signature and your position in the
firm.

The handwritten signature should be

between the complimentary close
and the typed name and title.
 Name and title
Four or more spaces should be left
below the complimentary close for your
name and title.

A courtesy title (Mr., Mrs., Miss, Ms.)

may be included.

 Omit the name and title if they appear

on the letterhead.
Enclosures
Small enclosures (checks, folded
flyers, business cards) are placed
inside the folds of the letter.
To safeguard against overlooking
them include an enclosure line in your
letter.
When your enclosures are bulkier,
use an appropriately sized manila
envelope.
Enclosure line
Enc. : or Encl.: Bill of lading (5
copies)

Enclosures may include leaflets,

prospectuses, CVs
They can be mentioned at the bottom
of the letter after Enc. or Encl.
If there are a number of documents,
these are listed.
 Copies line - c.c. (carbon
copies)
Example:
C.c. Mr. Jones
C.c. is written when copies are sent to
people other than the named recipient.
put c.c. and list the individuals receiving
the copies of the letter by full name and
title.
b.c.c. (blind carbon copies) is written
on the copies themselves (not on the top
copy) if you do not want the named
recipient to know that other people have
received copies.
Per pro
The term per pro is sometimes used
in signatures and means:
for and on behalf of.
 Postscript

Example:
P.S.

A note for additional attention is usually

put on the left, two or three lines below
the last line
 Points to remember:
Plan your letter before you start writing to make
sure it says everything you want to say and says
it in a logical sequence.

The layout and presentation of your letter is

important as they give the reader the first
impression of the firm’s efficiency.

Ask yourself if the letter represents your

organization in a correct way.

Accuracy is important. Pay special attention to

titles, names and addresses, prices and
specifications, enclosures.
Use a simple but polite style of
language. Beware of idioms.
With a very few exceptions, business
correspondence is being word processed
in most places of business.
Your letter should be clear. Take care
with abbreviations and figures.
Ask yourself if the recipient will
understand your letter quickly.
Include just the right amount of
information in your letter (better include
too much than too little).
Types of Written Communication In
Business
• Letters
• Memo
• Notice
• minutes
• Circular
• Agenda
• Manuals
• Handbooks
• Reports
• Orders
• enquiries
• Complaints
• Quotations
• Contracts
 Types of Business Letters
1.Cover Letters
 It is a one-page document that candidates submit along with their
resumes. It takes the employer on a guided journey of their greatest career
& life achievements.
 It is an important document to show your skills, experience, and why
you’re fit for the position you are applying for.

2. Business Invites
 These letters are a formal way to reach out to a company or an
individual and invite them to attend an event hosted by your
company. A
 s business events tend to be formal, an invitation letter is most likely to be
formal as well. But, if you are organizing a casual event, it should be
reflected in your invite and tone.

3. Complaint letter
 This letter is a way to formally express your disappointment
formally. You can report a bad experience, poor customer service, or let a
company know that their products didn’t meet your expectations.
 The key to this letter is that it shouldn’t sound like you are irritating, but
also shouldn’t lose its importance if you want to be taken seriously.
4. Letter of Resignation
 It is a document that notifies your employer that you’re
leaving your job. Whether you work at a coffee shop or a big-
shot company, it’s proper protocol to submit a letter of
resignation before you leave. Also, if you have an urge to send
an provocative letter of resignation, don’t give in! You might
cross paths with these people again.

5. Order Letters
 Also known as “Purchase Orders” these letters are used to order
things or buy material.
 They act as a legal record, documenting the transaction between
the buyer and seller.
 These letters are generally written by one business to another
business to make an order or to modify it.

6. Letter of Recommendation
 These letters intend to recommend someone for an internship,
job, fellowship, or other such opportunities.
 Before hiring an employee, many employers ask for such kinds
of letters. It tells why the person the letter is about is a good
person to hire and describes their strengths & abilities.
 Routine And Persuasive
Letters
Type Routine letters Persuasive letter:
Meaning Letters written for regular Business letters may be
business activates can be written to convince someone
termed as routine letters to do something or to accept
an idea. This type of letters
is known as persuasive
letter.
Purpose •Placing orders •To replace a defective
•Responding orders product
•Requesting information •To ask for special favors
•Provide information etc. • To convince about a new
product etc.
Structure It follows the direct plan Like positive letter
of writing which has three persuasive letter have also
steps: three parts:
i. Convey the message i. Get the reader’s interest
ii. Provide details ii. Explain the benefits
iii. Express goodwill iii. Ask for actions.
 Negative letters Positive letters
Meaning When bad news is The purpose of
transmitted or a request positive letters are to
is rejected then an convey good news,
indirect plan of writing is creation of goodwill, to
followed which is known congratulate
as negative letter. someone,
recommendation,
adjustment etc.
Purpose Convey bad news Direct plan is followed
Deny or reject request to write positives
etc. letters.

Structur Negative letters follow Prof. Ricks and

e: different structure which Gow suggested a
has four (4) parts: “positive sandwich
i. Use of a buffer formula” for writing
ii. Provide explanation positive letters, which
iii. Offer alternatives has three parts-
Employee Reviews
 performance review is a regulated
assessment in which managers evaluate an
employee’s work performance to identify
their strengths and weaknesses, offer
feedback and assist with goal setting.

The frequency and depth of the review

process may vary by company, based on
company size and goals of the
evaluations. It could be annually
Recommendation Letters
 A letter of recommendation highlights a person’s skills,
knowledge, and experience to support an application.
Someone who knows a candidate writes one of these
letters to vouch for them, expressing why they’re the
best person for the opportunity.
 A professional letter of recommendation is usually
addressed to a hiring manager, admissions committee,
or potential employer. You might also need to write one
for someone applying for any of the following:
 Scholarships, grants, or awards
 A new job
 Fellowship programs
 Graduate or professional school programs
LETTER OR RECOMMENDATION CAN BE BROKEN DOWN INTO
THE FOLLOWING SECTIONS:
 Date
 Recipient Name
 Recipient Title
 Recipient Address
 Greeting: Address the recipient by name if possible (Dear
Ms/Mr).
 Personal introduction: Begin the body of your letter by
introducing who you are and your relationship to the applicant.
 Recommendation: What makes the candidate a good fit? Offer
specific examples of skills or qualifications that match the role.
 Anecdote or example: Include a personal anecdote about what
it’s like to work with the candidate. Include any workplace or
people skills you’ve observed them to possess.
 Closing: Give an overview of why you’d recommend this person.
 Contact information: Provide your email address and phone
number so the recipient can follow up.
 Signature
 Raymond Rodriguez
Manager
ABCD Company
717 Calhoun Street
Farmington, CT 12112
 March 21, 2022

Victoria Chen
Account Manager
123 Miles Road
Hartford, CT 54321
 Dear Ms. Chen,
 It is my pleasure to recommend Laura Woods for employment with your organization. I have known
Laura for over two years, during which time she worked as a communications assistant in my office.
 I have been consistently impressed with Laura's attitude and productivity during the time that she
has worked in the office. Laura is both very bright and quite motivated. I am confident that she will
devote herself to a position with your organization with a high degree of diligence. She is a quick
learner and has shown the ability to digest large volumes of information. Ms. Woods has
demonstrated the ability to articulate information and ideas in both verbal and written forms.
 Laura has also been effective in her efforts to engage the media we outreach to. She has been able
to write interesting press releases and articles and convince editors to publish those pieces. Ms.
Woods is willing to take risks. She will reach out to people and involve them with projects. I
particularly appreciate Laura's willingness to take the initiative to help the office serve its
constituents more fully.
 I recommend Ms. Woods without reservation. I am confident that she will establish productive
relationships with your staff and constituents. Please let me know if you need additional information
about this outstanding young woman.
 Sincerely,
 Signature (hard copy letter)
 Raymond Rodriguez
 Thank You Letters
Thank-you letters, graciously and sincerely written, are
essential in the business world.

Thank-you letters are a great way to express your

appreciation for people’s help.

A professional thank-you letter is a direct

communication to a company or a person at that
company, expressing gratitude or appreciation for a past
business interaction. It helps to build and nurture
relationships in the business world.

With this letter, you are showing gratitude and

appreciation for the person's or company's time, effort,
commitment, or collaboration.
 Jason Jones
123 Main Street
Anytown, CA 12345
555-555-5555
[email protected]

April 5, 2021

Cedric Lee
Account Manager
Acme Rental
123 Business Rd.
Business City, NY 54321

Dear Mr. Lee:

I hope you are well. I just wanted to say thank you so much for writing me a
letter of reference for the job at Acme Retail.
I really appreciate you taking the time to write the letter. I am happy to
announce that I have a second interview with the company next week! I will
let you know how it goes.
Again, thank you so much. I greatly appreciate your assistance with my job
search.
Best regards,
Jason Jones