The salutation
"Dear Sir or Madam" is more widely used today instead of "Dear Sirs". The comma after salutation is optional.
The subject title
"Re:" is an abbreviation of the Latin "in re" which means "the subject title" and is used after the salutation. This provides a further reference, saves introducing the subject in the first paragraph, and allows the writer to refer to it throughout the letter.
The body of the letter
A business letter usually sticks to one problem and is very specific. The point discussed depends on the type of a letter. It usually consists of three main parts: the opening in which the sender gives the reason for writing, tells what sort of firm he represents (if necessary); the main part where he discusses the matter and gives details; and the closing in which he tells what further steps will be taken.
The parting
The parting formula "Yours sincerely", "Yours faithfully" or "Very truly yours" depends on the form of salutation.
The signature
Business letters are signed by hand in ink, clearly and legibly. The sender's name and title are typed below the signature. If the sender signs the letter on behalf of a company or another person, "per pro/p.pro/p.p." (from Lat.: per procurationem) means "for and on behalf of" is used before the name. It means that the letter is "by warrant". The person signing is empowered by a legal document (a power of attorney) to sign letters and other documents. Otherwise "For" is used before the name of the firm or person.
JP/rs
The capitalized initials belong to the writer of the letter, noncapitalized initials - to the typist.
The enclosure
If there are enclosures, e.g. leaflets, brochures, etc. with the letter they are mentioned at the bottom.
c.c.
This abbreviation originally meant "carbon copy", today it tells who else receives a copy of the letter.
The Principal Types of Business Letters
Inquiries (Enquiries)
Seek details on price, discounts, price lists, catalogues, samples and terms of sale (quality and quantity of goods, models or trademarks, terms of delivery and terms of payment).
Offers
Supply all the information requested, e.g. the name of the goods offered, their quantity and quality, price, delivery time or date, terms of payment, marking and packing instructions and other conditions. Refer to enclosures and samples, catalogues and other items sent by separate post.
Quotations
Propose products, fixed and negotiable terms, prices, transport and insuranse costs, discounts, methods of payment; quote delivery.
Orders
Place orders for goods or services (give references to an advertisement or catalogue, details of the goods required: quantity, quality, catalogue number, packing, conditions and qualifications, alternatives if the goods ordered are not available).
Acknowledgements
Give confirmation that the order has been received and take the repetition of the order. With small routine orders from regular customers this may be done by means of a ready-printed postcard.
Letters of complaint/claim
Seek reparation for some fault or deficiency, e.g. late delivery or repeated delays, unsatisfactory quality of goods, wrong goods or wrong quantity of items, etc.
Collections
Aim at obtaining payment of a debt (overdue accounts) at various stages: the 1st reminder, the 2nd reminder, and the final demand (to notify the buyer before taking legal actions to enforce payment).
How to Write Effective Business Communications
Business communications should be written using a consistent process. Unlike letters to Aunt Rose, business communications should have a specific purpose and each should be written for a specific audience. Just as you wouldn’t build a house without a blueprint, business communications need a plan.
The first step in writing any business correspondence is identifying the purpose of the communication. If there is no purpose, there is no need for the communication.
The next step is identifying and analyzing your audience. What do they need to know? How sophisticated are they?
Next, write your statement of purpose. The purpose statement should be one of the first sentences in the document. Don’t keep the audience guessing when they will find out why you wrote. Let them know up front.
Next, write down the facts that you wish to include. Discard any that do not support the purpose. At this point, you may identify the need for additional information. Once you have all the information you need, put the points in the order you wish to present them.
Once you have decided what information you want to include and the order, write the first draft. If your audience has low knowledge about the subject, use definitions, examples, analogies, graphs and pictures as needed. Do not include nice-to-know information or “fluff.”
Finally, edit the communication. Make multiple passes through the document – one each for spelling, grammar, consistency, continuity, clarity, economy and readability. Finally, if possible, set the communication aside and look at it again after some time. Or if possible, have someone else read it.
Reading comprehension
Exercise 1
Answer the questions.
What is the purpose of a business letter today?
What does the letterhead of a business letter consist of?
Why is the month in the date not recommended to write in figures?
What salutation is the most frequent in business letters at present?
What is the purpose of using "Re" in business letters?
What information is enclosed in the body of a business letter?
What does "by warrant" mean?
Whose initials are written at the bottom of the letter?
What does the abbreviation “cc” mean in business letter writing:
a) carbon copy b) current cost c) copies to
Exercise 2
What types of business letters do the following abstracts belong to?
I am sending you some of our brochures in a separate package. With these I have included details of our new pocket portable telephone, which you may be interested in.
Further to our telephone discussion on Thursday, I am delighted to tell you that we are now able to reduce the price of our computers by 10%.
Unfortunately, we have not received the filing cabinets, which were a part of the order. We would be grateful if you could deliver these as soon as possible or refund our money.
We would like to book 25 places on Sun Express holiday No. 5210, departing 14th July.
Payment on the above order is now overdue. We would be grateful if you could send us your check without delay.
Our company is considering leasing 12 automobiles rather than buying them outright. Because it is important for us to present a favorable (and prosperous) image to our clients, we are interested in luxury cars only.
Exercise 3
Arrange the paragraphs in the correct order.
Planning a letter: 7 steps
a) Write an Outline in note form. Check it through considering these questions:
Have you left any important points out?
Can the order of presentation be made clearly?
Have you included anything which is not relevant?
b) Assemble all the relevant information and documents: copies of previous
correspondence, reports, figures, etc.
c) Write a First Draft, leaving plenty of space for changes and revisions.
d) Write down your Aim: what is the purpose of this letter?
e) Revise your first draft by considering these questions:
Information: does it covers all the essential points?
Is the information relevant, correct and complete?
English: Are the grammar, spelling and punctuation correct?
Style: Does it look attractive?
Does it sound natural and sincere?
Is it clear, concise and courteous?
Will it give the reader the right impression?
Is it the kind of letter you would like to receive yourself?
f) Arrange the points in order of importance. Decide which points are irrelevant and
can be left out. Make rough notes.
g) Write, type or dictate your final version.
You will hear a series of short conversations between a manager and her secretary. In each situation the manager asks the secretary to write a letter. Decide for each situation, which of the following types of letters the secretary should write:
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Translate into English.