The Form of the Business Letter
It should be noted that in the English-speaking countries there are no uniform standards for business letters. Certain general rules are observed in all these countries, but there are many variations in details.
The essential parts of the business letter are:
Heading
The letterhead, or heading, consists of the name and address of the firm and additional information, such as telephone number or numbers, telegraphic address, cable address, code or codes used by the firm, telex number or numbers, names of partners or directors, branch offices, etc.
Date
The date is placed below the printed letterhead, or it forms part of the typed heading. In Great Britain it is usually written in either of the following ways: 12th August, 20 or August 12th, 20
The Americans use the latter form, but omit the st, nd, rd or th after the day of the month. (This shorter form has also become quite popular in Britain.): May 2, 20or 16 September 20
Inside Address
The inside address includes
a. addressees name,
b. his title,
c. house number, street, etc.
Salutation
Every English letter regardless of whether it is addressed to a private person, a business firm, or a government office requires a salutation.
The most common salutations in letters to individuals are Dear Sir or Dear Madam, Dear Mr. Baker, Dear Mrs. Smith or Dear Miss Brown.
The Americans usually prefer the salutation Dear Mr. (Dear Mrs. / Dear Miss)...
In letters to two or more men and to business firms, the salutations Dear Sirs and Gentlemen are used. The former is preferred in Great Britain, the latter in the United States.
Body
The body of the letter contains the message. In Great Britain and the United States, great importance is attached to the paragraphing of letters. A separate paragraph should be devoted to each new topic or idea. Most letters do not exceed one page. If the letter is longer, it is continued on a second sheet.
Complimentary Close
The complimentary close should always be consistent with the salutation.
In Great Britain the suitable complimentary close for letters beginning with Dear Sir or Dear Madam, Dear Sirs or Mesdames is Yours faithfully. Letters using the salutation Dear Mr...., Dear Mrs.... or Dear Miss... are closed with Yours sincerely. Other informal closes are Yours truly and Yours very truly.
In American business letters Yours sincerely or Sincerely yours is increasingly replacing Yours very truly or Very truly yours. Correspondents who know each other well also use the following closes: Sincerely, Yours cordially, Cordially yours and Cordially.
Signature
Since many signatures are difficult to read, the name of the undersigned is usually typed below (or above) his signature.
Reference Initials
It is customary for the secretary or shorthand typist to indicate on the letter the initials of the person who dictated the letter and her own initials. The dictator's initials are always placed first and separated from those of the transcriber by a stroke or colon: ADT/ej or ADT:EJ (Dictator's name: Alfred D. Thomas; transcriber's name: Elizabeth Jones).
|
|
|
Types of Business Letters
I. Inquiries
The most important inquiry in business is the inquiry relating to goods.
Inquiries of this type are addressed to suppliers by prospective customers (also called "prospects" in business). They can be made orally or in writing. Many firms have printed inquiry forms. An inquiry is without any obligation for the inquirer.
Businessmen usually send inquiries to several likely suppliers, as they want to find out which of these suppliers offers the best quality, the most favourable prices and terms and / or the shortest delivery dates.
Often the buyer, in his inquiry, merely asks the supplier to furnish literature or to send his representative (general or routine inquiry). If the customer wants a detailed offer, or if he has a special problem, his inquiry must contain full details of his requirements (special or specific inquiry).
Sometimes drawings, patterns, or the like have to be added.
Terms and phrases
| a. Reference to Advertisement, etc. | .. |
| We refer to your advertisement in Export News. | Export News |
| We have seen your stand at the Hanover Fair. | . |
| We hear that you have put a new electric shaver on the market. | , . |
| As we have learned from Messrs. Miller& Sons, you are manufacturers of hydraulic pumps. | Miller& Sons, . |
| Your firm has been mentioned to us as one of the leading importers of textiles. | . |
| b. Reasons for Inquiring | |
| We need We are in need of We require | |
| We are in the market for | |
| We are interested in importing German cutlery. | . |
| As we have received many inquiries from customers for | |
| Our stock is running low. | . |
| Our stock is nearly exhausted (depleted). | . |
| c. Asking for Particulars with Regard to Goods, Prices, etc. | , .. |
| Please send us complete details on | , |
| We should appreciate full particulars concerning We should welcome detailed information on | |
| Will you please send us patterns of your tweeds. | , . |
| We should be pleased to receive your illustrated catalogue. | . |
| We should be obliged (We should be grateful) if you would arrange for a demonstration of your machine. | , . |
| Please let us know the earliest date of delivery. | , . |
| .whether you can supply from stock. | . |
| A visit of your representative would be appreciated. | . |
| d. Giving References | |
| Information about our company can be obtained from | |
| For information about our company please refer to (write to, contact) | , , (, ) |
| Should you wish to make any inquiries, we refer (direct) you to | , |
| Messrs. Brown& Smith will be glad to give any information about us you may desire. | Brown & Smith , . |
| First-class British and German references can be furnished. | . |
| If we give you an order, we shall supply references. | , . |
| e. Suggesting Future Business | |
| If your prices are competitive (favourable, reasonable) | (, ) |
| If your products are of first-class quality | |
| If the quality of the goods comes up to (meets) our expectations | |
| If the samples find (meet with) our customers approval | |
| If the goods meet our requirements | |
| If you can guarantee delivery of the goods within two weeks | |
| we should be prepared to place a trial order. | . |
| we should be in a position to place substantial orders. | . |
| your products should find (meet with) a ready market (a ready sale). | . |
| your products should sell readily in this market. | . |
|
|
|
Specimen letters
Inquiry from Canadian Importer to German Manufacturer of toys.
Gentlemen:
We have learned from our representative in New York that your Construction Kits for boys have proved very popular in the United States.
As they should also be of interest to Canadian customers, we would be glad to receive samples and quotations.
Please include in your quotation full information on packing, quantities and shipping weights, as well as prices, terms and probable delivery dates.
We are one of the leading importers of toys in this country and are therefore very much interested in learning if you are prepared to grant us the sole agency for your products in Canada. There is a considerable demand for German toys here, and we are convinced that good business could be developed.
Yours very truly,
