Guide to Basic Business Letters

The Basics

The basics of good business letter writing are easy to learn.
The following guide provides the phrases that are usually found in any standard
business letter.

The Start

Dear Personnel Director,
Dear Sir or Madam (use if you don't know who you are writing to)
Dear Mr., Mrs., Miss or Ms (use if you know who you are writing to,
and have a formal relationship with - VERY IMPORTANT use Ms for women
unless asked to use Mrs. or Miss)
Dear Frank (use if the person is a close business contact or friend)


The 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
The Reason for Writing
I am writing to enquire 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


Enclosing Documents

I am enclosing
Please find enclosed
Enclosed you will find


Closing 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 Contact

I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.


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're writing to) Best wishes,
Best regards, (If the person is a close business contact or friend)


Here is a sample letter using some of these forms:

Ken's Cheese House
34 Chatley Avenue
Seattle, WA 98765
Tel: (206) 456 8967
Fax: (206) 456 6745
Email: kenny@cheese.com

Fred Flintstone
Sales Manager
Cheese Specialists Inc.
456 Rubble Road
Rockville, IL 896756

Dear Mr. Flintstone:

With reference to our telephone conversation today, I am writing to confirm your
order for: 120 x Cheddar Deluxe Ref. No. 856
The order will be shipped within three days via UPS and should arrive at your store
in about 10 days.
Please contact us again if we can help in any way.

Yours sincerely,

Kenneth Bearer
Director of Ken's Cheese House