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Complete Letter Writing Guide for Effective Correspondence

Learn the essentials of writing a professional letter including format, etiquette, and useful phrases with examples for various purposes.

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Complete Letter Writing Guide for Effective Correspondence

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  1. Letters Writing Guide mgr Anna Waligórska – Kotfas PWSZ Konin

  2. Fully Blocked Style with Open Punctuation • Return Address • Date • Inside Address • Salutation • Body • Closing • Signature • Printed Name • Enclosure

  3. Return Address Not needed if the letter is printed on paper with the company letterhead already on it. • Inside Address The address of the person you are writing to along with the name of the recipient, their title and company name. • Salutation Dear Ms Johnson / Dear Professor Smith Dear Sir or Madam / To Whom It May Concern (if recipient's name is unknown) • Subject Line (optional) Re: Order No. 345 Makes it easier for the recipient to find out what the letter is about. • Body The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph.

  4. Good Opening Lines • With reference to your letter of 8 June, I ... • I am writing to enquire about ... • After having seen your advertisement in ... , I would like to ... • After having received your address from ... , I ... • I received your address from ... and would like ... • We/I recently wrote to you about ... • Thank you for your letter of 8 May. • Thank you for your letter regarding ... • Thank you for your letter/e-mail about ... • In reply to your letter of 8 May, ...

  5. Useful Phrases • The Reason for Writing I am writing to inquire about … I am writing to apologize for ... I am writing to confirm … • Requesting Could you possibly …? I would be grateful if you could … We would appreciate it if you could … • Agreeing to Requests I would be delighted to …

  6. Useful Phrases • Giving Good News I am pleased to inform that … I am delighted to tell you that … • Giving Bad News Unfortunately, …I am afraid that … • Enclosing Documents I am enclosing …Please find enclosed …Enclosed you will find …

  7. Useful phrases • Complaints I am writing in order to complain about … I am writing to complain about … • Introducing the complaint The first thing I would like to draw your attention to is Not only …but also … In addition to this … … was also unacceptable • Demanding action I suggest that you replace the item. I would be grateful if you could give me a full refund.

  8. Good Closing Lines • If you require any further information, feel free to contact me. • I look forward to your reply. • I look forward to hearing from you. • I look forward to seeing you. • We look forward to a successful working relationship in the future. • Should you need any further information, please do not hesitate to contact me. • Once again, I apologise for any inconvenience. • I would appreciate your immediate attention to this matter.

  9. When Yours sincerely and when Yours faithfully in a business letter? • Yours sincerely when you know the recipient's name: Dear Ms Hanson Yours sincerely • Yours faithfully when the recipient's name is unknown to you: Dear Sir or Madam Yours faithfully Addressing whole departments:Dear Sirs Yours faithfully • When addressing a good friend or colleague: Dear Jack Best wishes/Best regards

  10. Signature Your signature will go in this section, usually signed in black or blue ink with a pen. • Printed Name The printed version of your name, and if desired you can put your title or position on the line underneath it. • Enclosure If letter contains other document other than the letter itself, include Enc. If there is more than one, write the number of other documents enclosed that doesn't include the letter itself, e.g. Enc 2.

  11. Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 2: Read the email and answer the questions. • Lars Oluffson • Mr Watanabe •  arrange for somebody to meet him at the airport  make a reservation at a hotel  and send copies of the agenda and latest sales figures • a conference in Singapore

  12. Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 3: Find informal phrases to match formal ones • Thank you for your email receivedThanks for your message. • With regard toRe • I would be very grateful ifCan you • Would it be possible for you toCan you • Could you possiblyCan you please • Please accept my apologiesI’m sorry but • I look forward to meeting youSee you next month • With best regardsAll the best

  13. Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 4: Match words 1.C5. F 2. B6. G 3. D7.H 4. A8. E

  14. Formal and informal emails (The Business Pre-int. 1.5 Writing) Ex. 5 Subject: Art and design conference Date: May 11th Dear Ms Della Rocca Thank you for your email received 9th May. With regard to next month’s arts and design conference, I need to inform you that it is going to be held in Sao Paulo at the First Conference Centre from June 18th to 21st. Please find the agenda attached. Could you possibly choose the sessions that you would like to attend? Please inform me if you require any further assistance regarding booking a hotel or meeting you at the airport. I would be grateful if you could notify me of it in the near future. I look forward to hearing from you. With best regards, Manuela Calo

  15. Formal and informal emails (The Business Pre-int. 1.5 Writing) Subject: Art and design conference Date: May 13th Dear Ms Calo Thank you for your email received 11th May. With regard to my visit to SãoPaolo, I need to tell you that I will not be able to stay for all three days of theconference. I will have to leave on the morning of 21st June. Thank you very much for the agenda. Could you possibly book me into thefollowing two sessions: New design methods and The future of art? Manythanks. Iwould also like to thank you for your kind offer to book a hotel. Would it bepossible for you to make a reservation for four nights, from 17th until 21st June? I would really appreciate it. I will arrive at the airport at 19.00 on 17th June. I would be very grateful ifyou would arrange for a taxi to meet me at the airport as this will be my firsttrip to Brazil. I do not believe I need any further assistance. I am very much looking forward to attending the conference. With best regards, Laura Della Rocca

  16. Write a letter … • … to Zap Electric Company, Redwood Park, Berks SL7 2RL, explaining that you are returning a recently purchased toaster because it is not working properly. Explain what the problem is and whether you expect it to be repaired or replaced. • … to Ms Martine Grange, 95 Gloucester Place, London W1A 5SP, asking her if she would be willing to act as a consultant for the programme Food and drink in France. Describe briefly the aim and content of the series. Suggest a meeting to discuss the matter in more detail. • … to the Hotel Majestic, Passeig de Gracia 70, 08007 Barcelona, confirming a reservation for Ms Lanson and Mr Carlin from 8 to 10 May. Include all necessary information. • … to Mr Mark Grady, Global Training,17 Barley Road, Chiswick, London W4 4 GH, requesting a copy of Global Training Brochure and information about cross-cultural seminars in your country.

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