Business English: Writing letters

For Business Letters

1. Receiver (Who are you writing this to?)

• Someone you know (friend, colleague, business partner, group, company)
• Some one you don't know (To whom it may concern, Dear Sir/Madam)
• How do you expect the receiver to respond?

2. Sender (Who are you?)

• What is your relationship to the reader/receiver(s)?
• What role are you assuming in the letter?
• (friend, colleague, etc.)

3. Context (What background information does the reader need?)

• Bring the reader up to date first.
• Establish a connection
• As requested . . .
• It was nice meeting you in Toronto last week . . .
• I read your article in Vague Magazine . 
• Supporting details
• Time frame (sequence of events)

4. Message (What do you want the reader to know or do?)

• What do you hope to accomplish with the letter (inform, persuade, initiate action)
• I am writing to inquire about . . .
• Could you please send me . . .
• Polite requests
• Please . . .
• Would you mind . . .
• Could you please . . .
• Would you be so kind as to . . .

5. Medium (What is the appropriate format?)

• Fax, e-mail, formal business letter, memo, informal note

6. Tone (What tone do you wish to convey?)

• informative
• polite
• business-like
• friendly
• humble
• assertive
• urgent
• irate

7. Other recipients (Are there others who need to be informed of this communication?)

• cc: courtesy copy

Before writing a business letter, consider the following:

Objective(s)

• Why am I writing this letter?
• What do I hope to accomplish?
• What action do I want from my reader?

 

Your Audience

• Who will read this letter?
• How can I appeal to the reader's interest?
• What attitude might the reader have toward this information?
• Will the reader consider this good news or bad news?

 

Organization

• What information should be included first/last?
• What details does the reader need to know?
• Does my conclusion motivate the reader to do something?
• Do I end the letter in a positive and polite manner?

 

Professionalism

• Do I use a professional business letter format?
• Do my language and style show a positive attitude toward the reader/the company/the product/the information.
• Will my reader be offended by anything in the letter?

 

Proofreading

• Are there any spelling errors, typos, etc.?
• Is the format of the letter appropriate?
• Have I signed my name?

From ESLGold.com