ORGANIZING WRITING BUSINESS LETTERS

How to structure a business letter:

The Start

Dear Personnel Director,

Dear Sir or Madam: (use if you don't know who you are writing to)

Dear Dr, Mr, Mrs, Miss or Ms Smith: (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)

The Reference

With reference to:

• your advertisement in theTimes, 
• your letter of 23 rd March, 
• your phone call today, 

Thank you for your letter of March 5 th

The Reason for Writing

I am writing to:

• inquire about 
• apologize for 
• confirm

Requesting

Could you possibly?
I would be grateful if you could....

Agreeing to Requests

I would be delighted to...

Giving Bad News

Unfortunately I am afraid that...

Enclosing Documents

I am enclosing...
Please find enclosed...
Enclosed you will find....

Closing Remarks

Thank you for your help.
Please contact us again if:

• we can help in any way. 
• there are any problems. 
• you have any questions.

Reference to Future Contact

I look forward to:

• hearing from you soon. 
• meeting you next Tuesday. 
• seeing you next Thursday.

The Finish

Yours faithfully, (If you don't know the name of the person you're writing to)

Yours sincerely, (If you know the name of the person you're writing to)

Best wishes,

Best regards, (If the person is a close business contact or friend)

Sample Letter

Here is a sample letter using some of these forms:

Ken's Cheese House

34 Chatley Avenue Seattle,

WA 98765

Tel: 1234567

Fax: 9876543

Email: kenny@cheese.com

October 23, 2006

Fred Flintstone

Sales Manager

Cheese Specialists Inc.

456 Rubble Road Rockville, IL

Dear Mr Flintstone:

With reference to our telephone conversation today, I am writing to confirm your order for: 120 x Cheddar Deluxe Ref. No. 856

The order will be shipped within three days via UPS and should arrive at your store in about 10 days.

Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Beare

Director of Ken's Cheese House