Assignment Questions

1. What is the difference between a private and a business letter?

2. What is letterhead?3. Which part of a letter identifies the address of the

person writing the letter?4. Which part of a letter identifies the address of the

person receiving the letter?5. What would be an example of a greeting/salutation?6. What would be an example of a complimentary

close?7. What is the body of a letter?

1. If typist initials are included, what is the line spacing after the author’s keyed name?

2. When would an enclosure notation be used in a letter?

3. When would a copy notation be used in a letter?

4. When would typist initials be included in a letter?

Types of Format

Thank you

Dear Mr Jones,I would like to thank you for your hospitality, and lovely dinner, and most of all the beautiful horses we were riding that sunny day. I would also like to thank your staff for the great time we spent there. You have created a great atmosphere for us and we are grateful for the nice walks near the river Sava.

Again, thank you for the book you gave to me. Our company is fully satisfied with cooperation and the contract we submitted in Belgrade. We are impressed how well your company is organized. Employees in your company are very polite and good persons. I was thinking about the project we were talking about when Jane interrupted us. I hope that we will meet soon and talk about it.

Full-block letter format

• This is the easiest format. Everything begins at the left margin. No exceptions.

• Letterhead• Date • Inside address• Salutation • Introduction • Second paragraph• Conclusion • Complimentary close• Signature • Name and title

• Letterhead• Date • Inside address• Salutation • Introduction • Second paragraph• Conclusion • Complimentary close• Signature • Name and title

Block letter format

• This is similar to the full-block letter but has two exceptions: to the right go:

1)the date and 2)the complimentary close, signature,

name and title line.

• Letterhead• Date • Inside address• Salutation • Introduction • Second paragraph• Conclusion •

Complimentary close• Signature • Name and title

• Letterhead• Date • Inside address• Salutation • Introduction • Second paragraph• Conclusion •

Complimentary close• Signature • Name and title

Official letter format

• This format is used by some government agencies.

• The inside address appears two to five lines below the signature block.

• Letterhead• Date • Salutation • Introduction • Second paragraph• Conclusion • Complimentary close• Signature • Name and title

• Inside address

• Letterhead• Date • Salutation • Introduction • Second paragraph• Conclusion • Complimentary close• Signature • Name and title

• Inside address

Simplified letter letter

• Like the full-block format all lines begin at the

left margin. The subject line exchanges the salutation and there is no complimentary close. The writer’s name and title are printed in capital letters.

• Letterhead• Date • Inside address• Subject line - Salutation (NO)• Introduction • Second paragraph• Conclusion • Complimentary close (NO)• Signature • NAME AND TITLE

Modified block or semi-block letter format

• It is identical to the block letter except it has indentations. All paragraphs are indented five to ten spaces.

Letterhead Date Inside addressSalutation • Introduction • Second paragraph• Conclusion

Complimentary close Signature Name and title

Letterhead Date Inside addressSalutation • Introduction • Second paragraph• Conclusion

Complimentary close Signature Name and title

Self-assessment test

• business-letters-quiz.htm

Some useful phrases and sentences

Request for information • I am writing to inquire about . . .• I am writing in reference to . . .• I read/heard . . . and would like to know . . . • Could you please send me . . . at the address below/above • Thank you for your assistance. • I look forward to hearing from you.

Response to request • Thank you for your interest/inquiry• Enclosed is the information you requested. • You can learn more about this at . . .• If you have further questions,• If you require assistance, please contact: • If I can be of more help, please feel free to contact me at . . .

Sample Sentences: Requests • Could you please send me your most recent brochure?• Could you fax me the results of the market survey?• I would like to order ten copies of the book, Touchy

Situations.• I would be very grateful if you could send me this

information. • Please return the enclosed envelope with your payment.

Sample Sentences: Goodwill • Thank you for your hospitality.• I enjoyed having lunch with you last week while I was in

New York.• Congratulations on your promotion to General Manager. • I want(ed) to congratulate you on your new position. • I was happy to hear that contract negotiations went well.

Sample Sentences: Introduction of Product/Service.• I am writing to tell you about . . .• (Our new product) is coming out next month.• This product/service is designed to (help you) . . .

Sample Sentences: Reference • I am writing in regard to . . . • I am writing in reference to . . .• Please refer to the enclosed invoice/brochure.• I hope you have had a chance to look over the materials we

sent.

Sample Sentences: Confirmation • I am writing to confirm . . .• I would like to confirm what we discussed last Friday.• I would just like to confirm the main points we discussed . . .

Sample Sentences: Notification • I am writing to let you know that . . .• Please be aware/informed that . . .• I would like to inform you of a recent policy change.• I am happy to inform• you that . . .• Your request for funding has been approved.

Sample Sentences: Offering Assistance • We would be happy to . . .• If we can be of assistance, please don't hesitate to ask.

Sample Sentences: Collection • According to our records . . .• Our records show that . . .• Your monthly installment is past due.• Please send payment as soon as possible.

• Thank you for your letter of [date] concerning• Thank you for sending me a [catalogue, quotation] • Thank you for your enquiry of [date] • I refer to your letter of [date] concerning• Further to our telephone conversation of [date] • I am writing to confirm our telephone conversation of [date] • I would be grateful if you could forward me a [price list, catalogue] • I am contacting you regarding• I am writing to complain• I apologise for the delay in replying

• I am writing to inform you that • I am writing to express my dissatisfaction with• Please note that• Please find enclosed • I look forward to hearing your response• I would be most grateful if you would look into this matter as soon as possible• Please let me know as soon as possible what action you propose to take• I trust that you will give this matter your urgent attention• I hope you can settle this matter to my satisfaction • Please do not hesitate to contact me should you require further information• Please contact me if you require further details as stated in your letter/fax of [date] • I wish to draw your attention to the• I wish to inform you that