BUSINESS LETTER - THE BASICS

A typical business letter contains three sections, an introduction, a body, and a

conclusion. 

1. The Introduction: The introduction indicates who the writer is addressing. If

you're writing to someone you don't know or have met only briefly, the
introduction may also a brief reason of why you're writing. Typically, the
introduction is only a sentence or two in length.
2. The Body: The letters body is where you state your business. This section
may be as short as a few sentences or several paragraphs in length. It all
depends on the degree of detail necessary to describe the subject at hand.
3. The Conclusion: The conclusion is the final section where you'll call for
future action. This can be a chance to talk in person, to request additional
information, or to conduct a transaction. Like the introduction, this section
should be no more than a sentence or two and must make clear what you
would like from the person reading your letter.

The Introduction

The tone of the introduction depends on your relationship to the letter recipient. If
you're addressing a close friend or a business colleague, using their first name is
acceptable. But if you're writing to someone you do not know, it's best to address
them formally in the greeting. If you do not know the name of the person you're
writing to, use their title or a general form of address.

Some examples:

 Dear personnel director

 Dear sir or madam
 Dear Dr., Mr., Mrs., Ms. (Last name)
 Dear Frank (use this if the person is a close business contact or friend)
Writing to a specific person is always preferred. Generally speaking, use Mr. when
addressing men and Ms. for women in the greeting. Only use the title of Doctor for
those in the medical profession. While you should always begin a business letter
with the word "Dear," doing so is an option for business emails, which are less
formal.

If you're writing to someone you don't know or have met only in passing, you may
want to follow the greeting by providing some context for why you're contacting that
person.

Some examples:

 With reference to your advertisement in the Times...

 I'm am following up on our phone call yesterday.
 Thank you for your letter of March 5.

The Body

The majority of a business letter is contained in the body. This is where the writer
states his or her reason for corresponding. For example: 

 I am writing to inquire about the position posted in The Daily Mail.

 I am writing to confirm the shipment details on order # 2346.
 I am writing to apologize for the difficulties you experienced last week at our
branch.

Once you have stated the general reason for writing your business letter, use the
body to provide additional details. For example, you may be sending a client
important documents to sign, apologizing to a customer for poor service, requesting
information from a source, or some other reason. Whatever the reason, remember to
use language that is courteous and polite.

For instance:

 I would be grateful to meet with you next week.

 Would you possibly have time for a meeting next week?
  I would be delighted to give you a tour of our facility this coming month.
 Unfortunately, we will have to postpone the meeting until June 1.
 Enclosed you will find a copy of the contract. Please sign where indicated.

It is customary to include some closing remarks after you've stated your business in
the body of the letter. This is your opportunity to reinforce your relationship with the
recipient, and it should just be a sentence.

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

 If you have any questions, feel free to call me.
 You can also use the closing to request or offer future contact with the reader.
 I look forward to hearing from you soon.
 Please contact my assistant to schedule an appointment.

The Finish

The final thing all business letters need is a salutation, where you say your goodbyes
to the reader. As with the introduction, how you write the salutation will depend on
your relationship to the recipient.

For clients that you're not on a first-name basis with, use:

 Yours faithfully (if you don't know the name of the person you're writing to)
 Yours sincerely, (if you do know the name of the person you're writing to.

If you are on a first-name basis, use:

 Best wishes, (if you're acquaintances)

 Best regards or Regards (if the person is a close friend or contact)