Business letter

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Letter History of Letter

A A letterletter is a is a writtenwritten messagemessage from one from one person to another. The role of letters in person to another. The role of letters in communication has changed significantly communication has changed significantly since the 19th century. Historically, letters since the 19th century. Historically, letters were the only reliable means of were the only reliable means of communication between two persons in communication between two persons in different locations.different locations.

As communication technology has diversified, As communication technology has diversified, letters have become less important as routine letters have become less important as routine communication. The development of the communication. The development of the telegraphtelegraph, , telephonetelephone, , faxfax and the and the InternetInternet have have all had an impact on the writing and sending of all had an impact on the writing and sending of letters. In modern industrialized nations, the letters. In modern industrialized nations, the exchange of personal letters has become less exchange of personal letters has become less common, being replaced by technologies such common, being replaced by technologies such as the telephone and also as the telephone and also e-maile-mail. With the . With the advent of the advent of the compact cassettecompact cassette, , tape letterstape letters became a novelty.became a novelty.

By analogy, the term By analogy, the term letterletter is sometimes is sometimes used for e-mail messages with a formal used for e-mail messages with a formal letter-like formatletter-like format. Historically, letters exist . Historically, letters exist from the time of from the time of ancient Indiaancient India, , ancient Egyptancient Egypt and and SumerSumer, through , through RomeRome and and GreeceGreece and and ChinaChina, up to the present , up to the present day. Letters make up several of the books day. Letters make up several of the books of the of the BibleBible. Archives of correspondence, . Archives of correspondence, whether for personal, diplomatic, or whether for personal, diplomatic, or business reasons, serve as business reasons, serve as primary sourcesprimary sources for for historianshistorians..

Types of lettersTypes of lettersApplication letterApplication letter

Business letterBusiness letter Cease and desist letterCease and desist letter Chain letterChain letter Cover letterCover letter EpistleEpistle Hate mailHate mail Introduction letterIntroduction letter Direct MarketingDirect Marketing Letter of credenceLetter of credence

Letter of inquiryLetter of inquiry Letter of intent Letter of intent Letter of marque Letter of marque Letters patent Letters patent Letter of resignation Letter of resignation Love letter Love letter Open letter Open letter Poison pen letter Poison pen letter Query letter Query letter Recommendation letter Recommendation letter Reference letter Reference letter Rejection Letter Rejection Letter Sales Letter Sales Letter Thank you letter Thank you letter Unbound ReportUnbound Report

Business letter

A A business letterbusiness letter is a letter written in is a letter written in formal language, usually used when formal language, usually used when writing from one business organization to writing from one business organization to another, or for correspondence between another, or for correspondence between such organizations and their customers, such organizations and their customers, clients and other external parties. The clients and other external parties. The overall style of letter will depend on the overall style of letter will depend on the relationship between the parties relationship between the parties concerned.concerned.

A Note About FontA Note About FontWhen writing business letters, you must When writing business letters, you must pay special attention to the format and font pay special attention to the format and font used. The most common layout of a used. The most common layout of a business letter is known as block format. business letter is known as block format. Using this format, the entire letter is left Using this format, the entire letter is left justified and single spaced except for a justified and single spaced except for a double space between paragraphs. double space between paragraphs. Another widely utilized format is known as Another widely utilized format is known as modified block format. In this type, the modified block format. In this type, the body of the letter is left justified and single-body of the letter is left justified and single-spaced. spaced.

However, the date and closing are in However, the date and closing are in alignment in the center of the page. The alignment in the center of the page. The final, and least used, style is semi-block. It final, and least used, style is semi-block. It is much like the modified block style is much like the modified block style except that each paragraph is indented except that each paragraph is indented instead of left justified.instead of left justified.

Keep in mind that different organizations Keep in mind that different organizations have different format requirements for their have different format requirements for their professional communication.professional communication.

. While the examples provided by the OWL . While the examples provided by the OWL contain common elements for the basic business contain common elements for the basic business letter (genre expectations), the format of your letter (genre expectations), the format of your business letter may need to be flexible to reflect business letter may need to be flexible to reflect variables like letterheads and templates. Our variables like letterheads and templates. Our examples are merely guides.examples are merely guides.If your computer is equipped with Microsoft If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting take much of the guesswork out of formatting business letters. To access the Letter Wizard, business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter click on the Tools menu and then choose Letter Wizard.Wizard.

The Wizard will present the three styles The Wizard will present the three styles mentioned here and input the date, sender mentioned here and input the date, sender address and recipient address into the address and recipient address into the selected format. Letter Wizard should only selected format. Letter Wizard should only be used if you have a basic understand of be used if you have a basic understand of how to write a business letter. Its how to write a business letter. Its templates are not applicable in every templates are not applicable in every setting. Therefore, you should consult a setting. Therefore, you should consult a business writing handbook if you have any business writing handbook if you have any questions or doubt the accuracy of the questions or doubt the accuracy of the Letter Wizard. Letter Wizard.

Another important factor in the readability Another important factor in the readability of a letter is the chosen font. The generally of a letter is the chosen font. The generally accepted font is Times New Roman, size accepted font is Times New Roman, size 12, although other fonts such as Arial may 12, although other fonts such as Arial may be used. When choosing a font, always be used. When choosing a font, always consider your audience. If you are writing consider your audience. If you are writing to a conservative company, you may want to a conservative company, you may want to use Times New Roman. However, if you to use Times New Roman. However, if you are writing to a more liberal company, you are writing to a more liberal company, you have a little more freedom when choosing have a little more freedom when choosing fontsfonts

As far as punctuation after the salutation As far as punctuation after the salutation and closing is concerned, the standard is and closing is concerned, the standard is to use a colon after the salutation (never a to use a colon after the salutation (never a comma) and a comma after the closing. comma) and a comma after the closing. There is also a less accepted format, There is also a less accepted format, known as open punctuation, in which known as open punctuation, in which punctuation is excluded after the salutation punctuation is excluded after the salutation and the closing. and the closing.

Writting format:Writting format:Return Address:Return Address:  Date:Date:Reference Line:Reference Line:Special Mailing Notations:Special Mailing Notations:On-Arrival Notations:On-Arrival Notations:Inside Address:Inside Address:  Attention Line:Attention Line:Salutation:Salutation:Subject Line:Subject Line:Body:Body:Complimentary Close:Complimentary Close:Signature Block:Signature Block:Identification Initials:Identification Initials:Enclosure Notation:Enclosure Notation:cc:cc:

Return Address:Return Address:  If your stationery has a letterhead,   If your stationery has a letterhead, skip this. Otherwise, type your name, address and skip this. Otherwise, type your name, address and optionally, phone number. These days, it's common to optionally, phone number. These days, it's common to also include an email address. also include an email address. Date:Date: Type the date of your letter two to six lines below Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no the letterhead. Three are standard. If there is no letterhead, type it where shown. letterhead, type it where shown. Reference Line:Reference Line: If the recipient specifically requests If the recipient specifically requests information, such as a job reference or invoice number, information, such as a job reference or invoice number, type it on one or two lines, immediately below the type it on one or two lines, immediately below the Date Date (2)(2). If you're replying to a letter, refer to it here. For . If you're replying to a letter, refer to it here. For example, example,

– Re: Job # 625-01 Re: Job # 625-01

– Re: Your letter dated 1/1/200x.Re: Your letter dated 1/1/200x.

Special Mailing Notations:Special Mailing Notations: Type in all Type in all uppercase characters, if appropriate. uppercase characters, if appropriate. Examples include Examples include

– SPECIAL DELIVERY SPECIAL DELIVERY – CERTIFIED MAIL CERTIFIED MAIL – AIRMAIL AIRMAIL

On-Arrival Notations:On-Arrival Notations: Type in all uppercase Type in all uppercase characters, if appropriate. You might want to characters, if appropriate. You might want to include a notation on private correspondence, include a notation on private correspondence, such as a resignation letter. Include the same such as a resignation letter. Include the same on the envelope. Examples are on the envelope. Examples are

– PERSONAL PERSONAL

– CONFIDENTIALCONFIDENTIAL

Inside Address:Inside Address:  Type the name and address   Type the name and address of the person and/or company to whom you're of the person and/or company to whom you're sending the letter, three to eight lines below sending the letter, three to eight lines below the last component you typed. Four lines are the last component you typed. Four lines are standard. If you type an standard. If you type an Attention Line (7)Attention Line (7), , skip the person's name here. Do the same on skip the person's name here. Do the same on the envelope. the envelope.

Attention Line:Attention Line: Type the name of the person Type the name of the person to whom you're sending the letter. If you type to whom you're sending the letter. If you type the person's name in the the person's name in the Inside Address (6)Inside Address (6), , skip this. Do the same on the envelope skip this. Do the same on the envelope

Salutation:Salutation: Type the recipient's name Type the recipient's name here. Type Mr. or Ms. [Last Name] to here. Type Mr. or Ms. [Last Name] to show respect, but don't guess spelling or show respect, but don't guess spelling or gender. Some common salutations are gender. Some common salutations are

– Ladies: Ladies: – Gentlemen: Gentlemen: – Dear Sir: Dear Sir: – Dear Sir or Madam: Dear Sir or Madam: – Dear [Full Name]: Dear [Full Name]:

– To Whom it May Concern:To Whom it May Concern:

Subject Line:Subject Line: Type the gist of your letter in all Type the gist of your letter in all uppercase characters, either flush left or uppercase characters, either flush left or centered. Be concise on one line. If you type a centered. Be concise on one line. If you type a Reference Line (3)Reference Line (3), consider if you really need , consider if you really need this line. While it's not really necessary for this line. While it's not really necessary for most employment-related letters, examples are most employment-related letters, examples are below. below.

– SUBJECT:  RESIGNATION SUBJECT:  RESIGNATION – LETTER OF REFERENCE LETTER OF REFERENCE – JOB INQUIRY JOB INQUIRY

Body:Body: Type two spaces between sentences. Type two spaces between sentences. Keep it brief and to the point. Keep it brief and to the point.

Complimentary Close:Complimentary Close: What you type here depends What you type here depends on the tone and degree of formality. For example, on the tone and degree of formality. For example,

– Respectfully yours (very formal) Respectfully yours (very formal) – Sincerely (typical, less formal) Sincerely (typical, less formal) – Very truly yours (polite, neutral) Very truly yours (polite, neutral) – Cordially yours (friendly, informal) Cordially yours (friendly, informal)

Signature Block:Signature Block: Leave four blank lines after the Leave four blank lines after the Complimentary Close (11)Complimentary Close (11) to sign your name. Sign to sign your name. Sign your name exactly as you type it below your signature. your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of Title is optional depending on relevancy and degree of formality. Examples are formality. Examples are

– John Doe, Manager John Doe, Manager – P. SmithP. Smith

Director, Technical Support Director, Technical Support

– R. T. Jones - Sr. Field EngineerR. T. Jones - Sr. Field Engineer

Identification Initials:Identification Initials: If someone typed If someone typed the letter for you, he or she would the letter for you, he or she would typically include three of your initials in all typically include three of your initials in all uppercase characters, then two of his or uppercase characters, then two of his or hers in all lowercase characters. If you hers in all lowercase characters. If you typed your own letter, just skip it since typed your own letter, just skip it since your name is already in the your name is already in the Signature Signature Block (12)Block (12). Common styles are below. . Common styles are below.

– JAD/cm JAD/cm – JAD:cm JAD:cm

– clmclm

Enclosure Notation:Enclosure Notation: This line tells the reader This line tells the reader to look in the envelope for more. Type the to look in the envelope for more. Type the singular for only one enclosure, plural for singular for only one enclosure, plural for more. If you don't enclose anything, skip it. more. If you don't enclose anything, skip it. Common styles are below. Common styles are below.

– Enclosure Enclosure – Enclosures: 3 Enclosures: 3 – Enclosures (3) Enclosures (3)

cc: cc: Stands for Stands for courtesy copiescourtesy copies (formerly (formerly carbon copiescarbon copies). List the names of people to ). List the names of people to whom you distribute copies, in alphabetical whom you distribute copies, in alphabetical order. If addresses would be useful to the order. If addresses would be useful to the recipient of the letter, include them. If you don't recipient of the letter, include them. If you don't copy your letter to anyone, skip it. copy your letter to anyone, skip it.

enough detail so a previously uninvolved enough detail so a previously uninvolved reader can understand what has reader can understand what has happened, but do avoid irrelevant detail happened, but do avoid irrelevant detail that will only obscure the real issues. that will only obscure the real issues.

State the facts of your complaint in an State the facts of your complaint in an organized, easy-to-follow format. A organized, easy-to-follow format. A bulleted list is an effective way to give bulleted list is an effective way to give specifics. In most situations, a once-upon-specifics. In most situations, a once-upon-a-time format is not an appropriate a-time format is not an appropriate arrangement of facts or issues. arrangement of facts or issues.

Complaint letter about Poor Service, Complaint letter about Poor Service, Defective or Inferior ProductsDefective or Inferior Products

In the complaint letter, summarize the In the complaint letter, summarize the problem briefly, specifically, and clearly. problem briefly, specifically, and clearly. Include all information basic to the Include all information basic to the problem or resolution such as complete problem or resolution such as complete names, addresses, phone numbers, full names, addresses, phone numbers, full description of the product or service, description of the product or service, dates, places, amounts, methods of dates, places, amounts, methods of payment, previous correspondence, and payment, previous correspondence, and file numbers. file numbers.

Include enough detail so a previously Include enough detail so a previously uninvolved reader can understand what uninvolved reader can understand what has happened, but do avoid irrelevant has happened, but do avoid irrelevant detail that will only obscure the real issues. detail that will only obscure the real issues.

State the facts of your complaint in an State the facts of your complaint in an organized, easy-to-follow format. A organized, easy-to-follow format. A bulleted list is an effective way to give bulleted list is an effective way to give specifics. In most situations, a once-upon-specifics. In most situations, a once-upon-a-time format is not an appropriate a-time format is not an appropriate arrangement of facts or issues. arrangement of facts or issues.

Decide what specific action you want and firmly Decide what specific action you want and firmly stick with it. Don't sound wishy-washy in what stick with it. Don't sound wishy-washy in what you will accept as restitution. you will accept as restitution. Be firm about any agreed-upon deadline with Be firm about any agreed-upon deadline with regard to any delayed response you have been regard to any delayed response you have been promised. promised. Sound factual, not emotional. Sound factual, not emotional. In the complaint letter, assume a confident tone In the complaint letter, assume a confident tone about a suitable resolution. Avoid aggressive or about a suitable resolution. Avoid aggressive or sarcastic statements. Assume the reader will sarcastic statements. Assume the reader will give you a fair deal until he or she proves give you a fair deal until he or she proves otherwise. otherwise.

If follow-up letters become necessary to If follow-up letters become necessary to gain the reader's cooperation, become gain the reader's cooperation, become stronger in stating your next course of stronger in stating your next course of action while maintaining an objective tone. action while maintaining an objective tone.

Be sure to attach any necessary Be sure to attach any necessary documentation for your claims such as documentation for your claims such as invoices, receipts, canceled checks, order invoices, receipts, canceled checks, order numbers, authorizations, and so forth numbers, authorizations, and so forth

Offer business letterOffer business letterG-mobileG-mobileSukhbaatar districtSukhbaatar districtUlaanbaatarUlaanbaatarSep 18, 2007Sep 18, 2007To whom it may concern:To whom it may concern:My company manufacture automatic of coffee. We are My company manufacture automatic of coffee. We are offering our product to your company.offering our product to your company.My product is quality. Works rule is elementary. To carry My product is quality. Works rule is elementary. To carry and position is easy. The size is not a big. Not makes a and position is easy. The size is not a big. Not makes a coffee alone, makes juice, hot tea, ice tea, boiled water, coffee alone, makes juice, hot tea, ice tea, boiled water, ice water etc. It works by coins and paper money. Main ice water etc. It works by coins and paper money. Main advantage is once cup from itself. My product is cheap advantage is once cup from itself. My product is cheap and we will give 1 year demonstration. and we will give 1 year demonstration. If your company purchases my product, your employers If your company purchases my product, your employers will be glad of 100%. will be glad of 100%. SincerelySincerely

Order business letterOrder business letterNomin electronicsNomin electronicsSukhbaatar districtSukhbaatar districtUlaanbaatarUlaanbaatarSep 18, 2007Sep 18, 2007To whom it may concern:To whom it may concern:We know your company manufacture automatic of coffee. We are We know your company manufacture automatic of coffee. We are ordering your product.ordering your product.Product should be:Product should be:Works rule is elementaryWorks rule is elementaryTo carry and position is easy To carry and position is easy The size is not a big The size is not a big Not makes a coffee alone. Makes juice, hot tea, ice tea, boiled Not makes a coffee alone. Makes juice, hot tea, ice tea, boiled water, ice water etc water, ice water etc It works by coins and paper money It works by coins and paper money Be once cup from itself is goodBe once cup from itself is goodWe want to receive product in Feb 24, 2007. We pass a product bill We want to receive product in Feb 24, 2007. We pass a product bill by account. We hope to be glad of 100%.by account. We hope to be glad of 100%.SincerelySincerely

Complain letterComplain letterNomin electronicsNomin electronicsSukhbaatar districtSukhbaatar districtUlaanbaatarUlaanbaatarFeb 18, 2008Feb 18, 2008To whom it may concern:To whom it may concern:We bought automatic of coffee from your company. Your We bought automatic of coffee from your company. Your companies product broken down.companies product broken down.My company bought 2 automatic of coffee from your My company bought 2 automatic of coffee from your company in Sep 25, 2007. One product is working, but company in Sep 25, 2007. One product is working, but either broken down. We used product by act. We do not either broken down. We used product by act. We do not know reason of broken down. know reason of broken down. 1 year demonstration is not end. So we want to call 1 year demonstration is not end. So we want to call machinist or change by new product. machinist or change by new product. SincerelySincerely

Notes and TipsNotes and Tips

Don't type the brackets. The brackets [ ] in the Don't type the brackets. The brackets [ ] in the examples are for narrative purposes only. examples are for narrative purposes only.

Try to keep your letters to one page. Try to keep your letters to one page.

Use letterhead only for the first page. Just use a Use letterhead only for the first page. Just use a blank sheet of paper for continuation pages. blank sheet of paper for continuation pages.

You have some freedom in how many blank You have some freedom in how many blank lines to use between blocks and in the margin lines to use between blocks and in the margin sizes in order to fit a letter onto a single page. sizes in order to fit a letter onto a single page.

Not all letters need every block identified in this Not all letters need every block identified in this article. If you leave one out, do not leave blank article. If you leave one out, do not leave blank lines where the blocks would have beenlines where the blocks would have been