Writing Business Letters

TOBY OLD & SONS LTD.

Heading Contains Company name, address, logo, Phone & fax numbers. It may be placed at the centre or the left top corner. Also referred to as Letterhead. The Date: Specially important in business letters as proof that you did indeed write a letter and the recipient can quote in his reply. In semi blocked letters it is written on the right side in line with reference number. Reference number: To make filling easier and allow letters to be traced later.

Mafeking Courtyard, Redhills Street, Colchester, Essex CO1 2AG Tel: 0206 579519 Fax: 0206 579625 ______________________________________________________ 5 June 2007 Our ref: CO/jp/25 Your ref: SM/wk/102 Ms Sandra McEwen Marketing Director Easisprung Sofas Ltd 26 Wellstead Road London SE15 6JE Dear McEwen PROPOSED JOINT MARKETING STRATEGY We are writing in answer to your letter of 23 April 2007, having given the points you raise our due consideration. You asked that our company set up a joint approach in marketing strategy with yours, and we are now able to tell you what we have decided. The board has concluded that the scheme you suggest would not justify itself in the medium to long term. We therefore feel that we cannot for the time being see if any that your proposals could be put profitably into effect, but we shall inform you if at any stage this position changes. Yours sincerely

Inside Address: The name, title, and address of the person you are writing to. This means that anyone finding a copy of your letter in the files at a later date knows whom you were writing to and where. Add attention line if letter is directed to a particular person.
Salutations: If addressee is familiar/ known, use his/her name. In blocked layout no punctuation is required. Subject Line: It tells what the correspondence is all about.

p.p. Cyril Old Managing Director Enclosure: P.S. C.c. CO/RS ________________________________________________________ Directors: William Old (Chairman), Cyril Old, Peter Young Registered in England no 983761

Body of the Letter: The main text of most business letters has three parts, and the order of these parts is fixed. Use them to make a plan of your letter: Your reason for writing.
If there is more than one, be explicit The facts that you are presenting. Make a list and put the facts in a logical order. What you want the person receiving the letter to do for you. Again make a list and put the most important item first.

TOBY OLD & SONS LTD.

Mafeking Courtyard, Redhills Street, Colchester, Essex CO1 2AG Tel: 0206 579519 Fax: 0206 579625 ______________________________________________________ 5 June 2007 Our ref: CO/jp/25 Your ref: SM/wk/102 Ms Sandra McEwen Marketing Director Easisprung Sofas Ltd 26 Wellstead Road London SE15 6JE Dear McEwen PROPOSED JOINT MARKETING STRATEGY We are writing in answer to your letter of 23 April 2007, having given the points you raise our due consideration. You asked that our company set up a joint approach in marketing strategy with yours, and we are now able to tell you what we have decided. The board has concluded that the scheme you suggest would not justify itself in the medium to long term. We therefore feel that we cannot for the time being see if any that your proposals could be put profitably into effect, but we shall inform you if at any stage this position changes. Yours sincerely

Formal Close: If name is mentioned in salutations then write Yours sincerely, conversely write Yours faithfully. Signature: Irrespective of legibility of signature name has to be typed, written or printed. Beneath name mention position of sender. Enclosure: Writer needs to mention the important documents enclosed. Postscript: Any important matter if forgotten in body may be given precisely and briefly in and as postscript / P.S. Cc / Carbon Copy Notation: Names of persons on whom copies are marked need to be mentioned. Reference initials: Useful for internal checking as it denotes the person who dictates the letter and the person who types it.

p.p. Cyril Old Managing Director Enclosure: P.S. C.c. CO/RS ________________________________________________________ Directors: William Old (Chairman), Cyril Old, Peter Young Registered in England no 983761

Letter of Request

November 14, 2007 Mr. Jeet Parija Sales Representative Expert Office Furnishings 135 Flamingo Road Morepur 123000 Dear Mr. Parija Please send me information on the ULTIMATE storage cabinet you advertised in last months issue of Office Furniture. After remodeling our executive suites, each vice presidents office has one wall (14 feet long) that can be used for storage. Therefore, will you answer the following questions: Reasons for the request

Numbered specific questions

Begins with a request

1.What are the measurements of the cabinets? 2.Are the cabinets available in finishes other than the oak and walnut mentioned in the ad? 3.Do you custom-build storage cabinets to specific customer needs? 4.Once a decision has been made, how long does it take for the cabinets to be shipped to the customer?

Transition into questions

Active voice

I shall appreciate your sending me the ULTIMATE storage cabinet information before the next board meeting on November 30, 2007, when the decision will be made on what type of cabinets to put in each office. Sincerely MUST AIRLINES Hari Narayanan Vice president Airport Plaza, Suite 3, 786 Bungergaon Drive, Luckinstore, SR 987000 Phone 101 666 8989

Specific, pleasant, and goodwill closing

Letter of Request

November 14, 2007 Mr. Jeet Parija Sales Representative Expert Office Furnishings 135 Flamingo Road Morepur 123000 Dear Mr. Parija

Non-direct, I centered opening

I noticed your advertisement in last months issue of Office Furniture and your storage cabinets look like something we could use in our vice presidents office. We recently completed a renovation of all our executive suites and we have a lot of room for storage. Each of our offices have a 14-feet long wall. We would really appreciate some information on the cabinets.

We would really like to know the size of the cabinets. And we are really interested in the different finishes from which we select. Our vice presidents may even want to have custom-built cabinets, if this is an option. If we decide to buy your cabinets, we need to know how long it takes for us to get them.
It will be appreciated if you would send this information to us as soon as possible. Sincerely MUST AIRLINES

Excess verbiage

Generic nonspecific close

Hari Narayanan Vice president Airport Plaza, Suite 3, 786 Bungergaon Drive, Luckinstore, SR 987000 Phone 101 666 8989

Favorable Response Letter with Sales possibilities

EXPERT OFFICE FURNISHINGS

Established in1947
135 Flamingo Road, Morepur 123000 Phone (101 333 1234

November 20, 2007 Mr. Hari Narayanan Vice president MUST AIRLINES Airport Plaza, Suite 3, 786 Bungergaon Drive,

Immediate answer to request

Dear Mr. Narayanan

Enclosed is a brochure with information on the ULTIMATE storage cabinet you requested in your November 15 letter. From the details provided, you can definitely use these cabinets in your newly redecorated suites because they blend in with all styles of office furniture.

Sales promotion

Numbered, complete answers to all questions

In addition to the brochure, here are the answers to your specific questions: 1. Each cabinet measures 10 feet long, 4 feet high, and 2 feet deep.

Transition into answers

2. The cabinets are available in oak, walnut, cherry, and ash finishes.
3. Yes, we can custom-build storage cabinets for each of your offices. 4. All ready made cabinets are installed two days after the order is placed. Any custom-built cabinet is installed five days after the order is placed. You are also entitled to a 20% discount off the total cost when you buy 10 or more. Once you have made the decision on a cabinet, all you need to do is call Rehman at 1-800-CABINET. Within 24-hours, a team of experts will be at MUST Airlines to complete the contract and make preparations for the installation of ULTIMATE cabinets which will make the offices complete. Sincerely EXPERT OFFICE FURNISHINGS

Persuasive ending

Clear, easy reader action

Closes with goodwill / sales promotional statement

Jeet Parija, Sales Representative Enclosures