BUSINESS LETTER WRITING SUMMARY

Before beginning your letter, pay attention to the following: whether it is a letter you are writing in your name or in the name of your company; in case you are writing on behalf of your company, the letter must have a letterhead; depending on the type of the letter, you must address a specific person. If this is the case, you must not begin your letter with Dear Sir or Madam, To whom it may concern, etc; if you are asked to write a letter as a person working for a certain company on a certain position, make sure you put your job title in the signature; be sure to follow exactly the instructions given use all the information given in the task; finally, remember to include all parts of the letter depending on the letter format (full-block, modified, official, block or simplified)

GENERAL
All types of letters should contain the following: Senders address or letterhead Name Address (Street number, Street name, City code, City, Country) Date pay attention to the format

E.g. 16 March, 2011 March 16, 2011 Inside address the address of the recipient Name Address (Street number, Street name, City code, City, Country) Salutation If the recipient is known: Dear Mr. Smith, Dear Ms. Smith, If the recipient is unknown: Dear Sir, Dear Sir or Madam, To Whom it may concern, Body of the letter

It is very important that you organize the body of the letters in paragraphs: - Introduction - Middle paragraphs - Conclusion Complementary clause If you began your letter with addressing a specific recipient (Dear Mr. Smith), you should finish your letter with Yours sincerely. If the recipient was unknown, you should close your letter with Yours faithfully.

TYPES OF LETTERS
1. Congratulation letter
Congratulation letters are written on numerous positive occasions: achievements, award, honours, prizes, speeches, publications, anniversaries, years of service, wedding, birthdays, graduation, a new job, religious milestones, significant personal achievements etc. Introductory paragraph Mention the specific occasion and say congratulations Middle paragraph(s) Tell how you learned about the good news (depending on the occasion it can be through a friend, colleague, newspaper, internet, etc) Express your feelings regarding the occasion, without exaggerating If this is a significant event, say what kind of effect it has on the persons life or environment Conclusion Close with assurances of best wishes, love, admiration, warmth, interest, affection, delight, pleasure, etc.

2. Thank you letter

Occasions for writing these types of letters can be various outstanding efforts, well done jobs, various kinds of favours, advice or help; gifts, bonuses, loans; hospitality, etc. These letters are often not very long, but should contain the following: Introductory paragraph You should mention what you are grateful for and express it in an appreciative way Middle paragraph(s) Elaborate in detail why you are grateful for, describe the details of the event or occasion; express your feelings regarding the situation, but be careful not to exaggerate; If the occasion or event have a positive effect on your present state, feel free to point it out Conclusion Close with a promise to either see the person soon or by sending greetings to the members of the family or close associates

3. Job application letter

Introductory paragraph Say when and where you saw the job advertisement (e.g. internet, newspaper, magazine, etc). 2nd paragraph Write a short paragraph saying how you meet the most important of the selection criteria you have identified. 3rd (and 4th) paragraph Write short paragraphs about the second and third most important of the selection criteria you have identified (why you believe you are suitable for the job). Emphasize in what way your previous working experience and education influences your new position. Point out in what ways the position you are applying for could help you improve your skills and qualifications even more. Conclusion Tell the Employer that you are enclosing your resume, references, credentials, etc. with this letter and would be available for an interview at their earliest convenience. NOTA BENE: If you are mentioning this information in the conclusion, make sure to put it in the enclosure line depending on the letter format.

4. Cover letter
Introductory paragraph It should be interest-getting and states or implies employment interest. Use personal contact or specific company knowledge. nd 2 paragraph A value-selling paragraph that demonstrates your ability to be value-adding and highlights your key strengths and abilities. This paragraph describes the value that you can bring to the hiring organization. This IS NOT simply a listing of your strengths. Instead, it lists specific results achieved and contributions made make sure to give examples. This provides a key opportunity to market yourself to prospective employers. 3rd paragraph A background summary paragraph that briefly summarizes your relevant education and experience. It includes the academic degree held, major field of study, number of years of experience and a short description of job-relevant experience. The purpose is to convey that you have the appropriate training, experience and seasoning to support the position for which you are applying. Keep it brief!

4th paragraph This paragraph is an action statement a statement that either compels or ensures follow up action This statement should somehow ensure action beyond simply reading the letter it should urge the employer to take favorable action on your employment candidacy. 5th paragraph A statement of appreciation. NOTA BENE: A cover letter always goes together with the CV, so make sure to list it in the enclosure. 5.

Letter of Recommendation

Introductory paragraph Say what the purpose of the letter is. 2nd paragraph: Indicate the nature and length of your relationship with the candidate, when you met, what course of yours he attended. rd 3 paragraph: Central part use specific examples to illustrate the candidates skills. List what you know about his/her academic success. Point out any specific projects, research, seminars, etc. the candidate participated in. List positive characteristics of the candidate you noted during the time he/she attended your classes. Conclusion Repeat your overall recommendation and offer further help if needed

6.

Letters of Enquiry and Request

When you want to know about something, you write letters of enquiry. When you want to ask for something, you write a letter of request. These types of letters represent the first point of contact between business and potential customers. Occasions for writing such letters are numerous: asking for price/samples/information/brochures of goods and services; payments; learning about any job openings; introductions; information/explanations, instructions; fundraising; adjustments, etc. Introductory paragraph Introduce yourself (and your company) briefly and give your reason for writing. Let them know of what you are interested in.

2nd paragraph Say how you heard about the company you are contacting. If appropriate, use the opportunity to point out the success, influence, etc. of the company on the market. rd 3 paragraph Ask for specific information. Be precise when asking questions or making requests. Conclusion Use a polite expression of thanks and/or indicate further cooperation.

7. Company profile
A company profile briefly outlines the companys products or services, its mission, employees, and a few unique aspects. The purpose of this letter is to engage and attract the right customers or supporters for business, to acquire financing, for media attention or to attract the best candidates when posting job applications. What to include: Company name and legal status Company location Company contact Key Executives Branch Locations Company description (Provide a short history of your company including the number of years in business, a description of your companys activities, and a tangible sense of what you do.) Descriptions of the companys main services or products Number of employees Mission and philosophy of the company Community involvement (Welfare activities, donations, volunteering and community support, teams, cultural institutions, and events that your company sponsors. This adds human personality to a profile.)