موضوع مميز How to write a letter (Business)

Karim-Rap-4-Life · 2015-05-28, 20:30

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How to write a letter

(Administrative, business)

Salam
We’re living in a modern age where technology is the master in relationships whether it’s personal, administrative or diplomatic, but still there is a need to the old ways; I mean the way people used to contact each other since a long time ago which is the letter. Writing a letter depends on rules especially when they’re official for instance, when you write a letter of complaint, a letter to an establishment applying for job you need to follow some instructions to make your letter acceptable and official. In the previous thread of mine we talked about the Personal letters and now we’re going to see the way administrative letters should be written.

* Formal Letter:

A formal letter might be for instance, when you’re writing to a bank, an airline, or an Insurance company… Formal letter is basically written to a company, or somebody that you don’t know.

❶ Write your full address.
❷ The date. It can be written in different ways:

Saturday, 18th May (,) 2014
May 18th (,) 2014
18.05.14

❸Re = Reference if it’s existed. A reference should be mentioned in a business letter. If someone needed an employee in his company, he would advertise on newspapers and write a Reference for example XDF/453. In case someone desired to work with him, he would send a letter confirming that he accepts the job, but he must include the reference mentioned in the newspaper.

❹Name and the address of the addressee (Person or establishment)
❺Salutation not followed with a comma.

Dear Sir ( If the person you’re sending the letter is a man)
Dear Madam ( If the person you’re sending the letter is a woman whether she’s single or married )
Dear Sir/Madam (If you don’t know whether the person you’re sending the letter is a man or a woman )

❻The main part of the letter. Here we have some useful and famous expressions that are used in Business/administrative/official letters.

Thank you for your letter of + date
In reply to your letter
I am writing to tell you…/ask you…/inform you…/inquire about…/concerning…
I wish to draw your attention to…
I should be grateful if you would send me…/tell me…
I would appreciate it if you could…
With reference to your advertisement in The Times…/for a secretary…
I should like to apply for the position/job of…
We are pleased to…/We regret to inform you that…

❼ending a letter must be a sentence that’s combined with the main part of the letter. Here we have some examples:

I look forward to hearing from you.
We should be most grateful if you could settle this matter.
I should be glad to come for an interview at any time that would suit you.
Thanking you in anticipation.

❽Compliment:

Yours faithfully.

* Semi-Formal Letter:

A Semi formal letter might be for example when you’re writing your Boss, Landlord, an employer, Librarian, school counselor, somebody that you know. We have some little changes concerning the:

❺Salutation:If you know the name of the person you’re sending the letter to, for example James Smith, Sara Smith.

Dear Mr. Smith (James Smith)
Dear Miss. Smith. (Sara Smith)
Dear Mrs. Smith. (Mary Jones is married from a man whose family name Smith)
Ms. Smith (If we don’t know if the woman we are sending the letter; single or married)

❽ Compliment:

Yours sincerely.

”Signature, in a business letter it’s preferable that we write our names in capitalized letters (الحروف) under the signature.

Ps: in addition to the above instructions there should be a kind of formal English we should include in our letters in other words we should avoid informal English in writing formal letters and this is what we are going to see the next thread inshallah.

you can download the topic from here

https://www.4shared.com/office/eij2xRWHba/19_How_to_write_a_letter__Admi.html

See also
How to write a letter (Personal)
Formal & Informal English
Speak English like an American
States, Capitals, and Abbreviations
Months meaning
Cambridge Easy Collection for learning English stuffs