How to Write a Business Letter Unikl

8/7/2019 How to Write a Business Letter Unikl

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CHERANE CHRISTOPHER


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A business letter is a formal written

communication between the representatives of

two organisations about a specific business

matter.

It adopts a formal approach to layout and

communication

It keeps to the purpose

It contains no IRRELEVANT information.


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Layout is conventional

Topic is specific

Contents relates only to that topic

Style is simple and straightforward


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Respond to an inquiry

Make a complaint

Confirm attendance at a meeting Order goods or materials


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Every business letter has the following parts:

1. Writers address

2. Date

3. Inside address

4. Salutation

5. Body of the letter

6. Complimentary close

7. Writers signature

8. Writers name

9. Job title or position


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The StartThe 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 IMPORTANTuse Ms for women unless asked to use Mrs or Miss)

Dear Frank: (use if the person is a close business contact or friend)


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The ReferenceThe 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 .


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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


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Enclosing DocumentsEnclosing Documents

I am enclosing

Please find enclosed

Enclosed you will find


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Closing RemarksClosing 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 ContactReference to Future Contact

I look forward to ... hearing from you soon.

meeting you next Tuesday.

seeing you next Thursday.


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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'rewriting to)

Best wishes,

Best regards, (If the person is a close business contact or friend)


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1. Keep the letter brief and to the point

2. Do not use shortened verb forms - write

them out (i.e. 'don't instead of do not')3. Always keep a copy of correspondence

for future reference


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Making An Inquiry

Make an inquiry when you are requesting more information about aproduct or service. This type of business letter tends to includespecific information such as product type, as well as asking for furtherdetails 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 customersand past clients. It's important to outline an important problem thatneeds to be solved and provide the solution in sales letters. Thisexample letter provides an outline, as well as important phrases touse when sending out a wide variety of sales letters.


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Replying to an Inquiry

Replying to inquiries are one of the most important business lettersthat you write. Customers who make inquiries are interested inspecific information, and are excellent business prospects. Learn howto thank the customers, provide as much information as possible, aswell as make a call to action for a positive outcome.

Account Terms and Conditions

When a new customer opens an account it is essential to inform themof account terms and conditions. If you run a small business, it iscommon to provide these terms and conditions in the form of a letter.This guide provides a clear example on which you can base your ownbusiness letters providing account terms and conditions.


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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 berather formal and short. These two examples letters will provide youwith a template to use in your own work and can be easily adaptedfor a number of purposes.

Placing an Order

As a business person, you will often place an order - especially if youhave a large supply chain for your product. This example businessletter provides an outline to make sure your order placement is clearso that you receive exactly what you order.


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Making a Claim

Unfortunately, from time to time it is necessary to make a claimagainst unsatisfactory work. This example business letter provides astrong example of a claim letter and includes important phrases toexpress your dissatisfaction and future expectations when making aclaim.

Adjusting a Claim

Even the best business may make a mistake from time to time. In thiscase, you may be called upon to adjust a claim. This type of businessletter provides an example to send to unsatisfied customers makingsure that you address their specific concerns, as well as retain them asfuture customers.


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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.


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SITUATION:

You work as Assistant Sales Manager for CyberGames Sdn Bhd. ,

which design games for educational purposes. You are planning an

exclusive HALF DAY demonstrations of your new games, Animate!

Instructables. This will take place at the head office for specialcustomers only. Your Chief Designer, Ms Pauline Davi, will open the

demonstration. There will also be a buffet lunch.

TASK:

Write a letter of invitation to Ms. Marina, the CEO for UniKLfranchise in KYS, who, you hope, will use the new game in the college.

Include details such as date, time, venue etc, plus an itinerary for the

half day. Give her a brief description of the new games. You may

invent any details that you feel are necessary.


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