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Business Correspondence (part 2)

Posted in Business Language by Cristina on 25 Nov 2015

In this post I am going to provide you with a tentative plan for a formal letter. Don't forget that you should write concisely, correctly, and neatly.

While writing a business letter you should use Block Style Format.

  1. Return address — (the address of the person writing the letter, i.e. YOUR address) in the following order: First and last name, street address, city, state, zip code.

  2. Date.

  3. Inside address — of recipient (the person you are writing to): First and last name, title, company name, address, city, state, zip code.

  4. Salutation — Dear Sir/Madam, Dear Mr. Black, Dear Ms. Johnson and so on (depending on whether you know the recipient and how well you know him/her). You can also use "To Whom It May Concern:" which is less personal.

  5. Body of the Letter — it can be more than 1 paragraph, you should explain what the purpose of this letter is. If you want some actions to be taken, you should also state it here. You can write a letter of recommendation, an inquiry letter, a complaint, you can provide information or write a follow-up letter - the choice is endless.

  6. Closing — "Best regards" is the most common, but you can also close your letter with "Sincerely yours" or some other phrases. Do not forget to add your name and signature afterwards.

You can skip steps 1 and 3 in case you are using letterhead.