LESSON: BUSINESS LETTER

Business Letters

Business letters are formal letters used for business-to-business, business-to-client, or client-to-business correspondence. Other types of business correspondences are Memos, Fax messages, and Emails. Business letters are also considered as formal paper communications between, to or from businesses and usually sent through the post office or sometimes by courier. It is sometimes called "snail-mail", in contrast to email which is faster. 

Who Writes Business Letters?

Most people who have an occupation have to write business letters. Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient. Here are some examples of senders and recipients: 

business ß àbusiness

business ß à consumer

job applicant   ß àcompany

citizenß à government official

employer ß à employee

staff member ß à staff member

Why Write Business Letters? 

Here are some reasons why you may need to write business letters or other correspondence: 

1. to persuade 
2. to inform 
3. to request 
4. to express thanks 
5. to remind 
6. to recommend 
7. to apologize 
8. to congratulate 
9. to reject a proposal or offer 
10. to introduce a person or policy 
11. to invite or welcome 
12. to follow up 
13. to formalize decisions

Planning a Business Letter 

A business letter is not a place for chit-chat. Unlike business conversations where a certain amount of small talk is used to break the ice, a business letter should be clear and concise. By taking time to plan your letter, you will save time in the writing and proofreading stages. During the planning stage, ask yourself a few simple questions. Jot down your answers to create an outline before you start writing. 

Who am I writing this letter to? 

Identifying your audience always comes first. Are you writing to more than one person, to someone you don't know, or to someone you have known for a long time? This will help you determine how formal the letter needs to be. You may need to introduce yourself briefly in the letter if the recipient does not know you. You may also need to find out the updated address and title of the recipient. This is a good time to confirm the correct spelling of first and last names. 

Why am I writing this letter? 

The main reason for the letter should be understood from the subject line and first few sentences. You may cover more than one thing in one business letter, but there will almost always be a general reason for the letter. Identify your main goal and what you hope to accomplish. Review some example reasons why people write business letters on the introductory page of this lesson. 

Are there specific details I need to include? 

Gather any dates, addresses, names, prices, times or other information that you may need to include before you write your letter. Double check details rather than relying on your memory.

Do I require a response? 

Many types of business letter require a response. Others are written in response to a letter that has been received. Before you start writing, determine whether or not you require an action or response from the recipient. Your request or requirement should be very clear. In some cases you may even need to provide a deadline for a response. If you do require a response, how should the recipient contact you? Indicate this information clearly as well. You may want to provide more than one option, such as an email address and a phone number. 

How can I organize my points logically? 

Think about how you would organize your thoughts if you were speaking rather than writing to the recipient. First you would introduce yourself. Second you would state your concern or reason for writing. After the main content of your letter you would include information on how you can be contacted. The end of the letter is also a place to express gratitude, wish good-luck, or offer sympathy. 

Here is an example outline

Examples of business letter

1.     Business Name Change

Dear Ms. Ally Johnson,

As our new letterhead indicates, we have recently changed the name of our business from Gellatino to Gellissimo.

There has been no change in management and we will be providing the same products and fine service on which we have built our reputation in the industry. We would appreciate it if you would bring this announcement to the attention of your accounts payable department and direct them accordingly.

Thank you for being one of our valued customers. We appreciate your cooperation in this matter.

Yours sincerely,

Evans Mitchell

2.     Address Change

Dear Mr. Andrew Bohey,

As of Monday, May 12 2008, Charisma Corporation will be located in our new offices and warehouse building at 401 Grandiosa Boulevard, Tampa, Florida, 33715. The telephone number for this new office is (813) 5555428.

Our Manufacturing Division will remain at 2550 Santa Fe Avenue, in St. Peterburg.

I have enclosed our most recent brochure on robotic equipment for your review. I hope you find it interesting.

Thank you for your kind attention.

Best regards,

Micah Monahan

3.     New Business Opening

Dear Mrs. Rose Mc.Hill,

This is to inform you that The National Globe is now open and is located at 4500 4^th Avenue North, St. Petersburg, Florida.

Our store offers a complete and diverse line of computer software packages for both personal and business application. Since we do not represent any computer hardware manufacturer, the products that we carry are compatible with many systems. We are therefore able to offer to our customers a wide range of excellent software packages. Enclosed, for your review, is a partial list of the items we currently have available.

We hope that you will come and visit us soon. Thank you.

Yours faithfully,

Donna H. Graham

4.     Apology and Replacement of Damaged Goods

Dear Mr. Roger Cornwell,

It was distressing to learn that the chocolate we shipped to your firm last week arrived in bits and pieces. Per your request, a new shipment left our house ware this morning and is scheduled for afternoon delivery to you on May 26^th. Please turn over the damaged goods to the driver at the time of deliver.

I am sorry that this unfortunate incident occurred and sincerely appreciate your continued patronage. As one of our valued customers, your convenience is one of our primary concerns, please accept our apology.

Thank you for your understanding.

Regards,

Harrison Churchill

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