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Guide to Basic Business Letters

The basics of good business letter writing are easy to learn. The following guide provides the phrases that are usually
found in any standard business letter. These phrases are used as a kind of frame and introduction to the content of
business letters. At the end of this guide, you will find links to sites that give tips on the difficult part of writing
successful business letters - arguing your business objective. By using these standard phrases, you can give a
professional tone to your English business letters. Once you understand these basics you can use this guide to different
types of business letters to refine your skills for your business needs at your employers or your own small business
organization.
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 the Times, 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:
Fax:
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
==========================================================================
Types of Business Letters
By Kenneth Beare, About.com Guide
There are a number of types of business letters in English. Accomplished speakers of English also need to be able to
write the following types of business letters to be successful in business. Begin with a clear understanding of business
letter writing basics. Once you've understood basic layout styles, standard phrases, salutation and endings, continue to
improve your business letter writing skills by learning to write the following types of business letters.
Making An Inquiry
Make an inquiry when you are requesting more information about a product or service. This type of business letter
tends to include specific information such as product type, as well as asking for further details in the form of brochures,
catalogs, telephone contact, etc. Making inquiries can also help you keep up on your competition!
Sales Letters
Sales Letters are used to introduce new products to new customers and past clients. It's important to outline an
important problem that needs to be solved and provide the solution in sales letters. This example letter provides an
outline, as well as important phrases to use when sending out a wide variety of sales letters.
The following letters introduce products for sales.
Useful Key Phrases

Are you having trouble ...

This is why it is important to have ...

At X, we have the skills and experience to ...

May we stop by and offer you a FREE estimate of how much it would cost to ...

If so, give us a call at X and set up and appointment with one of your friendly operators.
Example Letter
Document Makers
2398 Red Street
Salem, MA 34588
March 10, 2001
Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502

Dear Mr. Smith:

Are you having trouble getting your important documents formatted correctly? If you are like most business owners,
you have trouble finding the time to economically produce good-looking documents. This is why it is important to have
a specialist take care of your most important documents.
At Documents Makers, we have the skills and experience to come in and help you make the best possible impression.
May we stop by and offer you a FREE estimate of how much it would cost to get your documents looking great? If so,
give us a call at and set up and appointment with one of your friendly operators.
Sincerely,
(signature here)
Richard Brown
President
RB/sp
-------------------------------------------------------------------------------------------------------------------------------------------Replying to an Inquiry
Replying to inquiries are one of the most important business letters that you write. Customers who make inquiries are
interested in specific information, and are excellent business prospects. Learn how to thank the customers, provide as
much information as possible, as well as make a call to action for a positive outcome.
It is very important to make a good impression when responding to inquiries from potential customers. Of course, the
best impression will be made by providing the materials or information that the perspective client has asked for, this
positive impression will be improved by a well written response.
Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed
by the address of the company you are writing to. The date can either be placed double spaced down or to the right. You
can also include a reference number for correspondence.
For further types of business letters use this guide to different types of business letters to refine your skills for specific
business purposes such as making inquiries, adjusting claims, writing cover letters and more.
Important Language to Remember
The Start:
Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)

Thanking the Potential Customer for His/Her Interest:

Thank you for your letter of ... inquiring (asking for information) about ...
We would like to thank you for your letter of ... inquiring (asking for information) about ...

Providing Requested Materials:

We are pleased to enclose ...
Enclosed you will find ...
We enclose ...

Providing Additional Information:

We would also like to inform you ...
Regarding your question about ...
In answer to your question (inquiry) about ...

Closing a Letter Hoping for Future Business:

We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer).

Signature:
Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and
'Yours sincerely' when you do.

Example Letter
Jackson Brothers
3487 23rd Street
New York, NY 12009
Kenneth Beare
Administrative Director
English Learners Company
2520 Visita Avenue
Olympia, WA 98501
September 12, 2000
Dear Mr Beare
Thank you for your inquiry of 12 September asking for the latest edition of our catalogue.

We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases
online at http:\\jacksonbros.com.
We look forward to welcoming you as our customer.
Yours sincerely
(Signature)
Dennis Jackson
Marketing Director
Jackson Brothers
----------------------------------------------------------------------------------------------------------------------------------------Account Terms and Conditions
When a new customer opens an account it is essential to inform them of account terms and conditions. If you run a
small business, it is common to provide these terms and conditions in the form of a letter. This guide provides a clear
example on which you can base your own business letters providing account terms and conditions.
The following letter outlines the terms of a newly opened business account.
Useful Key Phrases

Thank you for opening an account with...

I would like to take this opportunity ...

Invoices are payable within ...

As..., I will be happy to answer any questions you may have regarding...

...and therefore encourage the use of...

We consider this incentive...

Example Letter
Dear ____,
Thank you for opening an account with our company. As one of the leaders in this industry, we can assure you that our
products and our services will not disappoint you.
I would like to take this opportunity to briefly set forth our terms and conditions for maintaining an open account with
our firm. Invoices are payable within 30 days of receipt, with a 2% discount available if your payment is remitted within
ten (10) days of receipt. We consider this incentive an excellent opportunity for our customers to increase their profit
margin, and therefore encourage the use of this discount privilege whenever possible. We do, however, require that our
invoices be paid within the specified time, for our customers to take advantage of this 2% discount.
At various times throughout the year we may offer our customers additional discounts on our products. In determining
your cost in this case, you must apply your special discount first, and then calculate your 2% discount for early
payment.
As the credit manager, I will be happy to answer any questions you may have regarding your new account. I can be
reached at the above number. Welcome to our family of customers. End of Letter
For further types of business letters use this guide to different types of business letters to refine your skills for specific
business purposes such as making inquiries, adjusting claims, writing cover letters and more.
-------------------------------------------------------------------------------------------------------------------------------------------Letters of Acknowledgment
For legal purposes letters of acknowledgment are often requested. These letters are also referred to as letters of receipt
and tend to be rather formal and short. These two examples letters will provide you with a template to use in your own
work and can be easily adapted for a number of purposes.
The following letters acknowledge the receipt of various items. For further types of business letters use this guide to
different types of business letters to refine your skills for specific business purposes such as making inquiries, adjusting
claims, writing cover letters and more.
Useful Key Phrases

I hereby acknowledge the receipt of the following documents...

I am acknowledging receipt of...

It will be brought to his attention immediately upon his return.

If I may be of any assistance..., please do not hesitate to call.

Example Letters
Acknowledgment Of Receipt
[date] ACKNOWLEDGMENT OF RECEIPT
I hereby acknowledge the receipt of the following documents from the firm of [firm] :
____________________________
[Signature of Client]
Acknowledgment Of Letter
Dear ______

Because ______ is out of the office for the next two weeks I am acknowledging receipt of your letter dated May 20,
l983. It will be brought to his attention immediately upon his return.
If I may be of any assistance during Mr. Jones' absence, please do not hesitate to call.
Yours Sincerely,
----------------------------------------------------------------------------------------------------------------------------------------Placing an Order
As a business person, you will often place an order - especially if you have a large supply chain for your product. This
example business letter provides an outline to make sure your order placement is clear so that you receive exactly what
you order.
The following letters place product orders.
Useful Key Phrases

Would you please send ...

According to your website / magazine / leaflet, ...

COD (cash on delivery)

NOTE: The initials at the bottom of the letter indicate who the letter is from followed by who typed the letter for example: from Ken Beare typed by Ron Easton = KB/re
Example Letters May 23, 1999
Mr. Jack Brown,
Director
Used Books Online
Seattle, WA 98795
Dear Mr. Brown:
Would you please send me the following used books via COD? According to your Web site, orders need to include the
title, author, and publisher.
Title: "Driving Home"
Author: Peter Lawford
Publisher: Jackson and Co.
Title: "Landscaping for Fun"
Author: Janet Patterson
Publisher: Nature Ltd.
Title: "Christmas Myth"
Author: Margaret Smith
Publisher: Smoothers
Thank you very much,
(signature here)
Fred Finkleham,
Professor, OUS
FR/to
---------------------------------------------------------------------------------------------------------------------------------------Making a Claim
Unfortunately, from time to time it is necessary to make a claim against unsatisfactory work. This example business
letter provides a strong example of a claim letter and includes important phrases to express your dissatisfaction and
future expectations when making a claim.
Useful Key Phrases

As someone who has worked with ...

we were very disappointed to find / see / have discovered ...

As our written agreement stipulated, we expected ...

I think you will agree that a communication problem exists.

We would like you to ..., or provide us with a refund.

Example Letter
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
August 17, 2001
Richard Brown, President
Document Makers
Salem, MA 34588

Dear Mr. Brown:

As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you
produced for our latest Drivers Co. publicity campaign.
As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but instead, we found
that black and white photos had been included in the prepared leaflets. I think you will agree that a communication
problem exists.
We would like you to send out a photographer to provide us with the promised color coverage, or provide us with a
refund.
Yours truly,
(signature here)
Thomas R. Smith,
Director
TRS/lj
---------------------------------------------------------------------------------------------------------------------------------------Adjusting a Claim
Even the best business may make a mistake from time to time. In this case, you may be called upon to adjust a claim.
This type of business letter provides an example to send to unsatisfied customers making sure that you address their
specific concerns, as well as retain them as future customers.
Useful Key Phrases

I was very disappointed to read your letter of ... dealing with ...

As someone who values your business, I have already ...

Also, we will deduct another X percent of the bill for the misunderstanding.

Thank you for your patience.

Example Letter
Document Makers
2398 Red Street
Salem, MA 34588
March 10, 2001
Thomas R. Smith
Drivers Co.
3489 Greene Ave.
Olympia, WA 98502
Dear Mr. Smith:
I was very disappointed to read your letter of August 17 dealing with the issue of incorrectly produced publicity leaflets.
As someone who values your business, I have already begun to find a solution to resolve this problem.
My top photographer will call you to arrange an appointment at your earliest possible convenience to re-take photos in
full color. Also, we will deduct another 15 percent of the bill for the misunderstanding. Thank you for your patience.
Sincerely,
(signature here)
Richard Brown
President
RB/sp
----------------------------------------------------------------------------------------------------------------------------------------Cover Letters
Cover letters are extremely important when applying for a new position. Cover letters should include a short
introduction, highlight the most important information in your resume and elicit a positive response from your
prospective employer. These two examples of cover letters are part of a larger section on the site providing all the
information you will need on taking an interview in English during your job search.
The cover letter should always be included when sending your resume or CV for a possible job interview. This letter of
application serves the purpose or introducing you and asking for an interview. Here is an outline to writing a successful
cover letter. To the right of the letter, look for important notes concerning the layout of the letter signaled by a number.
Cover Letter Outline
2520 Vista Avenue - 1
Olympia, Washington 98501
April 19, 2001

Mr. Bob Trimm, Personnel Manager - 2

Ideas Inc.
587 Lilly Road
Dear Mr. Trimm: - 3
Opening paragraph - Use one of the following to bring yourself to the attention of the reader and make clear what job
you are applying for:
1.
Summarize the opening
2.
Name the opening
3.
Request an opening
4.
Question the availability of an opening
Middle paragraph(s)- Use one of the following in each of your middle paragraphs to provide the reader with plenty of
reasons to invite you to an interview:
1.
Education
2.
Work experience
3.
Ability to work with others and/or alone
4.
Interest in your field
5.
Interest in the company
6.
Responsibilities in previous positions
Closing paragraph - Use the closing paragraph to ensure action on the part of the reader
The last paragraph needs to help ensure that action is taken. You can ask for an interview appointment time, stating
that you will be happy to come to the employer's office when convenient. Make it easy for the reader to follow-up by
providing your telephone number and email address.
Sincerely,
Kenneth Beare - 4
Enclosure
Important Salutation Notes
1 - Begin your cover letter by placing your address first, followed by the address of the company you are writing to.
2 - Use complete title and address; don't abbreviate.
3 - Always make an effort to write directly to the person in charge of hiring.
4 -Always sign letters.
-------------------------------------------------------------------------------------------------------------------------------------------Here is an example of a sample cover letter written in response to an advertisement in the newspaper. Before taking a
look at the letter, here are some useful key phrases to use in your own cover letters.
Useful Key Phrases

I am writing to you in response to your advertisement for...

As you can see from my enclosed resume, my experience and qualifications match this position's requirements.

I would like to point out... immediately upon his return.

During ...., I improved (furthered, extended, etc.) my knowledge of...,

I look forward to an opportunity to speak with you in person. (OR to speak with you personally)
Cover Letter: Example 1
2520 Vista Avenue
Olympia, Washington 98501
April 19, 2001
Mr. Bob Trimm, Personnel Manager
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which
appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and
qualifications match this position's requirements.
I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly
upon graduation due to my expertise in port authority regulations.
During the four years that I worked for Shoreman and Co., I further deepened my knowledge of the fast changing
regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal
researcher after my first year of employment.
I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to
arrange an interview.
Sincerely,

Kenneth Beare
Enclosure
-------------------------------------------------------------------------------------------------------------------------------Here is an example of a sample cover letter requesting a position. Before taking a look at the letter, here are some
useful key phrases to use in your own cover letters.
Useful Key Phrases

Please accept this letter as an expression of interest in the position of...

I have enclosed a copy of my resume for your review.

...and believe I possess the right combination of....skills.

My current position .... has provided the opportunity to ...

I would welcome the opportunity to personally discuss my potential contributions to your company with you.

I look forward to your reply.

Cover Letter: Example 2
2520 Vista Avenue
Olympia, Washington 98501
April 19, 2001
Mr. Bob Trimm, Personnel Manager
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
Please accept this letter as an expression of interest in the position of Areas Sales Manager
I have enclosed a copy of my resume for your review. I am familiar with the requirements for success in the Sales
profession and believe I possess the right combination of marketing and management skills.
My current position coordinating two local area sales teams has provided the opportunity to work in a high-pressure,
team environment, where it is essential to be able to work closely with my colleagues in order to meet sales deadlines.
Thank you for your time and consideration. I would welcome the opportunity to personally discuss my potential
contributions to your company with you. Please telephone me at after 4.00 p.m. to suggest a time that we may meet. I
look forward to your reply.
Sincerely,
Kenneth Beare
Enclosure
-------------------------------------------------------------------------------------------------------------------------------Here is an example of a sample cover letter written in response to an advertisement in the newspaper. Before taking a
look at the letter, here are some useful key phrases to use in your own cover letters.
Useful Key Phrases

I am writing to you in response to your advertisement for...

As you can see from my enclosed resume, my experience and qualifications match this position's requirements.

I would like to point out... immediately upon his return.

During ...., I improved (furthered, extended, etc.) my knowledge of...,

I look forward to an opportunity to speak with you in person. (OR to speak with you personally)
Cover Letter: Example 1
2520 Vista Avenue
Olympia, Washington 98501
April 19, 2001
Mr. Bob Trimm, Personnel Manager
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which
appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and
qualifications match this position's requirements.
I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly
upon graduation due to my expertise in port authority regulations.

During the four years that I worked for Shoreman and Co., I further deepened my knowledge of the fast changing
regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal
researcher after my first year of employment.
I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to
arrange an interview.
Sincerely,
Kenneth Beare
Enclosure
--------------------------------------------------------------------------------------------------------------------------------