Business Letters / November 29, 2018 / Helga Bell.
There are many types of business letters with each having its own significance and relevance in the correspondence held between various parties. Here are some of the most important types of business letters: Acknowledgement Letter: This letter is written with regards to acknowledging some help in the office or thanking some relative for their kind help. It can also be known as a letter of appreciation. Adjustment Letter: This letter caters to inform the reader that a specified action is taken against any wrong deed or action. The letter serves as an acknowledgement to a specified complaint.
There is an answer though. Use the formality of structure that makes the business letter the bullet-proof form of communication it has come to be. Combine that with the short straight-talking style of writing more common to emails and you have a good compromise. Let s start with the structure - or rather the etiquette which supplies the structure. There are variations between accepted etiquette used in the different English language markets. Here are the main British forms of address. I have also included the US/Canadian equivalents where I know them but I m afraid I m not aware of those used in Australia NZ or SA. Formal letters The addressee will either be a title e.g. "The Chief Executive Officer" or to an organization or company when you don t know to whom your letter should be addressed.
When you write to a title the salutation is "Dear Sir " "Dear Madam " or if you want to play it safe "Dear Sir/Madam." When you write to an organization it s "Dear Sirs " Dear "Mesdames " or again if you want to play it safe (but labor the point) "Dear Sirs/Mesdames." Your sign off will be "Yours faithfully" (UK) or "Yours truly" (US and Canada.) Less formal letters This is where you have a name. And this is where you can get into hot water if you re not sure of the gender of the person. Someone called J C Jennings could be a Jack or a Joanna. Someone called Leslie Matthews could also be either (traditionally the female version of the name is spelled "Lesley" and the male "Leslie " but I know at least one lady Leslie.) Equally beware of unisex names like Jody Jo Bobbie Alex Rob Robin Carol (yes really ) Billie Chris Darryl Eddie Sam Jackie Nicky Frances (f) vs Francis (m) Freddie Gabrielle (f) vs Gabriel (m) Georgie Gerry/Jerry Charlie Nat Harry Jessie (f) vs Jesse (m) Stevie Mel Pat Ronnie Sacha Sandy etc. And that s before we get started on names from non English-language cultures. People these days usually don t advertise whether they re "Mr" or "Ms" or whatever.
They have a deep mistrust of email and for good reason as its confidentiality can never be guaranteed. Business letters are at least fairly private - you have to assume it s easier and faster to snoop on email than it is to steam envelopes open over boiling water. In other instances too printed letters provide a more tamper-proof formal record of business arrangements complaints employee warnings/terminations and other issues that need to be carved into tablets of stone. (Well paper anyway.) Old fashioned structure modern style Highlighted and ridiculed by the casual nature of email the quaint formality of the old fashioned business letter seems positively Dickensian and totally inappropriate for the way we do business now.
It is required to give technical details though in the first paragraph only. For example the date invoice reference or deal no. etc. Tone: Depending on your purpose you can vary your tone of writing the letter. For example if it is a business proposal you are drafting it needs to be persuasive in nature. If it is a thank you letter you need to be courteous. Use jargon with the appropriate recipient. Reference: The last section of business letters are very important. You are required to mention the references to the issue you are talking about along with names and contact details of the people associated with the same. These were some tips for knowing how to write a business letter. Last but not the least you may include a section naming Enclosures at the end of the letter.