A business letter is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8. 5″ x 11″ white paper. Elements of a Good Letter The most important element of writing a good letter is your ability to identify and write to your audience.
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If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand, ven if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background. The next element is that you make sure your present your objective in a clear and concise manner. Don’t be vague about your objective, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a long-winded letter, Just get to the point without going into unnecessary details.
Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courteous, simply state the problem(s) long with any other relevant information and be sure to avoid threats and slander Sample Business Letter Mrs. Clara Winters ——–Return Address 12187 S. polo Dr. Fairfax, VA 22030 May 26, 1998 Date The Tiny Tots Toy Company 1 5456 pyramid way college park, FL 33133 Inside Address Salutation Dear Customer Service Representative: I recently purchased one of your Tiny Tents (Model # 47485) for my three-year old.
Unfortunately, afterviewing the components that came with the product, I discovered that four of the parts were missing. Also, the instructions that came with the tent are incomplete. Both of these situations have resulted in the tent remaining unassembled and unacceptable as a toy for my daughter. I am writing to request replacements for the missing parts, and a copy of the full set of assembly directions for the model I purchased. If reasonable arrangements are not made within ten business days, I will return the tent to the store I purchased it from and expect a full refund.
To assist you in processing my request, I am including a copy of my sales receipt and a list of the missing parts. I have purchased other toys manufactured by your company in the past, and have lways been impressed with the quality and selection Tiny Tots has made available to its customers. I sincerely hope this is a one-time incident, and that any future purchases I make will live up to the standard my tamily nas come to expect trom your company. Sincerely,– Closing Signature Clara Winters Typed Name and Position Enclosures: 2 ” Abbreviations Legend: Return Address: If your stationery has a letterhead, skip this.
Otherwise, type your name, address and optionally, phone number. These days, it’s common to also include an email address. 2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown. 3. Reference Line: If the recipient specifically requests information, such as a Job reference or invoice number, type it on one or two lines, immediately below the Date (2). If you’re replying to a letter, refer to it here. For example, Re: Job # 625-01 Re: Your letter dated 1/1/200x. 4.
Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples include SPECIAL DELIVERY CERTIFIED MAIL AIRMAIL 5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might ant to include a notation on private correspondence, such as a resignation letter. Include the same on the envelope. Examples are PERSONAL CONFIDENTIAL 6. Inside Address: Type the name and address of the person and/or company to whom you’re sending the letter, three to eight lines below the last component you typed. Four lines are standard. t I you type an Do the same on the envelope. . Attention Line (7), skip the person’s name here. Attention Line: Type the name of the person to whom you’re sending the letter. If you type the person’s name in the Inside Address (6), skip this. Do the same on the nvelope. 8. Salutation: Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender. Some common salutations are Ladies: Gentlemen: Dear Sir: Dear Sir or Madam: Dear [Full Name]: To Whom it May Concern: 9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered.
Be concise on one line. If you type a Reference Line (3), consider if you really need this line. While it’s not really necessary for most employment-related letters, examples are below. Type two spaces between sentences. Keep it brief and to the point. 11. Complimentary Close: What you type here depends on the tone and degree of formality. For example, Respectfully yours (very formal) Sincerely (typical, less formal) Very truly yours (polite, neutral) Cordially yours (friendly, informal) 12.
Signature Block: Leave four blank lines after the Complimentary Close (11) to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality. Examples are John Doe, Manager P. Smith Director, Technical Support R. T. Jones – Sr. Field Engineer 13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters.
If you typed your own letter, Just skip it since your name is already in the Signature Block (12). Common styles are below. JAD/cm JAD:cm clm 14. Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more. If you don’t enclose anything, skip it. Common styles are below. Enclosure Enclosures: 3 Enclosures (3) 15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order.
If addresses would be useful to the recipient of the letter, include them. If you don’t copy your letter to anyone, skip it. Tips: Replace the text in brackets [ ] with the component indicated. Don’t type the brackets. Try to keep your letters to one page, but see page 2 of this sample if you need continuation pages. How many blank lines you add between lines that require more than one, depends on how much space is available on the page. The same goes for margins. One and one-half inch (108 points) for short letters and one inch (72 points) for longer letters are standard.
If there is a letterhead, its position determines the top margin on page 1 . If you don’t type one of the more formal components, don’t leave space for them. For example, if you dont type the Reference Line (3), Special Mailing Notations (4) and On-Arrival Notations (5), type the Inside Address (6) four lines below the Date (2). Business Letter Format Block Format: Business Letter Return Address Line 1 1 Return Address Line 2 Date (Month Day, Year) 2 Mr. /Mrs. /Ms. /Dr. Full name of recipient. 3 Title/Position of Recipient.
Company Name Address Line 1 Address Line 2 Dear Ms. /Mrs. /Mr. Last Name: 4 Subject: Title of Subject 5 Body Paragraph Closing (Sincerely… ), 7 Signature 8 Your Name (Printed) 9 Your Title Enclosures (2) 10 Typist Initials. 11 3519 Front street Mount celebres, CA 65286 October 5, 2004 Ms. Betty Johnson Accounts Payable The Cooking Store 765 Berliner Plaza Industrial point, CA 68534 Dear Ms Johnson: It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months.
In order to encourage our customers to pay for their invoices before the due date, we ave implemented a discount model where we’ll give you 2% off your invoice if you pay us within 10 days of receiving the invoice. I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, you can feel free to contact me at (555) 555-5555. Sincerely, Bob Powers Accounts Receivable 1 5th February 2002 Mr. Clark Kent, ACME printing co. 180 Dally Planet Building, Superman Drive, 78555 NY.
Dear Mr. Kent, I am returning with this letter a recent shipment of 300 imprinted t-shirts (order # 34A5) along with a copy of our original purchase order. As stated, the logo should be reproduced in our corporate logo in color. The logos on the t-shirts you sent are in black, which is unacceptable. Please make the necessary corrections and send another shipment ot 3 (with the correct logo colors) by the 10th of March. We need them for a company event that starts on the 20th of March. Thank you for your prompt attention on this matter.
Miss Tony Braxton Head of Purchasing Phil Packart 5170 Greenbrier Ave san Diego, CA 92120 April 7, 1999 Williamsburg Chamber of Commerce 2837 patnot way Williamsburg, VA 05987 To whom it may concern: I am planning a vacation to you area this summer and like would like to get some information on about Williamsburg. I need to find a reasonable place to stay, some affordable restaurants, and what kind of activities there are to do while I am there. We are planning our trip at the beginning of July and plan to stay for about a week. Can you also send me a list of events taking place around that time.
We may also take some side trips during the week, so any information you may have on other locations around your area would also be helpful. Thank you for your time and I hope to hear from you soon. Sincerely print corporate Letter of Appreciation on standard letterhead) November 30, 2006 Mr. David Kimberly Director General, Civil Aviation Government of Seychelles 10 Island View Parkway Seychelles Dear David, I would like to take this opportunity to express my heartfelt thanks to you for your very active participation in our recent conference in Montreal on the “future of aviation”.
The Chairman and Board Members have also asked me to pass on their sincere appreciation for your efforts in supporting the Institute in this important undertaking. Your skill in chairing the controversial panel on “The Role of Developing Countries in he Future ot Aviation Management” was very much appreciated by those representing all sides of that extremely sensitive topic. As well, we have received numerous post-conference requests for the paper you delivered on “The Critical Issue of Cooperation Between Airlines and Airports. It appears that you may have penned a best-seller with that one! On both a professional and a personal level, I really appreciated the time that the two of us were able to spend together for fun and reflection during conference down times. I certainly learned a lot about the unique aspects of aviation operations in our part of the world (not to mention the things you taught me about the backhand on the squash court! ). We are currently hard at work producing the “Compendium of Conference Proceedings” document, and we expect to be sending it out to all participants early in the new year.
Again, thanks so much for your enthusiastic participation in our conference. I have no doubt that it would not have been the success that it was without your presence. Please keep in touch, and drop in and visit us whenever you are in this part of the world. Very sincerely, Peter Smithfield President and CEO print Business Introduction Letter on corporate letterhead paper) February 20, 2006 Ms. Margaret Campion Director, Corporate Services Riviera Industries Inc. 245 Dearborn Park Road Chicago, II 60610 Dear Ms.
Campion: It was a pleasure meeting you briefly at last week’s Board of Trade event. It’s amazing how small the world does seem sometimes, considering that we both earned our undergraduate degrees at U. of Kansas, even overlapping for one year! I suppose we were destined to eventually meet face-to-face. I was fascinated by your synopsis of the history of Riviera Industries over the past, almost half-century. Clearly, your company has a rich corporate heritage and tradition.
At the same time, the company has been blessed with a continuum of leaders of foresight and imagination who had the courage to change course at key points along the way so that the company could remain competitive and continue to lead its industry. As I was mentioning to you, Final Edition Publications is a specialty publisher that focuses on corporate publications including annual reports, corporate profiles and corporate histories. We have been in business for over 15 years and during that time have grown from a two- erson start-up, to a serious corporate publisher with over 100 employees.
We have been contracted by over a dozen Fortune 500 companies to produce both annual and special occasion publications on their benalt. After our chat at last week’s meeting, it occurred to me that with Riviera approaching its 50th anniversary, it would be the perfect occasion to produce a Corporate History to celebrate your company’s first half-century. It so happens, that these are exactly the types of corporate publications that we specialize in here at Final Edition. In fact, we have produced corporate histories for a number of companies.
With Riviera’s 50th just around the corner, I’m sure that you have been thinking about ways to make that anniversary a special one. Accordingly, I would very much like to meet with you and show you some of the corporate work we have done, and brief you further on our services. I have a strong feeling that what we offer at Final Edition might be Just the kind of thing you’ve been looking for to celebrate Riviera’s 50th. Please feel free to call me at 745-2398 so that we can discuss this further. If I don’t hear from you by the end of next week I will follow up with you and see if we can set up a meeting at your onvenience.
Yours truly, Raymond Gaudet Manager, Corporate Programs (print Business Letters on corporate letterhead paper) July 20, 2006 Mr. Rodney Giles Manager, Customer Support Inter-office Solutions Inc. 1289 Luxor Station Rd. cedar springs, IL, 34985 Dear Rodney: This is further to our meeting of last week at which we agreed to hold a series of meetings over the next two months to review your experiences with the pilot implementation of the Itol Customer Relationship Management Program. As discussed at that meeting, the objectives of our review sessions will be to:
Review and assess the overall effectiveness of the program; Identify and document strengths weaknesses of the program; Propose customer-focused solutions to address areas of weakness; Develop an approach and action plan for Phase 2 of the project; Determine the staff members who will make up the Phase 2 Team. As agreed, meetings will be held every second Tuesday from 9:00 a. m. until noon, and the location will alternate between our two offices, the first one to be convened here at Inter-office on August 14, 2005. Fred Johnson of your CRM group is to act as the meeting co-ordinator and recording secretary throughout the process.
As discussed, at the end of the process, Deborah Buxton of Consultek will draft the summary report for review by the steering committee. As you requested, a copy of her c. v. has been enclosed. I trust I have covered all of the points that we discussed. If you have any questions or would like to add anything please give me a call at 745-9878. We look forward to seeing you at the August 14th meeting. Marilyn French Senior Consultant Encl. (print Business Memo on corporate memorandum letterhead)
Subject: Commendation – Henry Stapleton – Transport Demand Project The purpose of this is to officially commend Henry Stapleton for his exceptional contribution throughout his assignment to the Transport Demand Project (TDP). As you know, Henry has been working on special assignment with the TDP team for the past eight months. Now that he is about to return to your part of the organization I wanted to make sure that he gets some recognition for his significant and exceptional contributions to the project. As a Junior econometrician, Henry’s role in the project was pivotal to its timely and uccessful completion.
It was Henry who worked long hours, numerous nights and weekends with his small team of researchers, first specifying, and then testing the thousands of equations that had to be run. The quality of Henry’s written work was also exceptional. His regression analysis summaries were always very well written and rarely required revision. As a colleague and project team member, Henry was also outstanding. His upbeat enthusiasm for the project was infectious, and he seemed to motivate the entire project team. He was very well-liked by all team members, and in effect he became