Business Letter Writing
Business letters have diverse purposes, but their common feature is the presence of standardized format to observe. At the top o the paper the addresser gives the information about themselves and the addressee (position, address, contact information (fax, e-mail) and date). First of all, there is a formal greeting "Dear Sir/Madam/Mr.Jones". If the addressee is the writer's close friend, it is acceptable to omit "Mr." or "Ms." Furthermore, it is desirable to include a reference to the addressee's earlier letter, hone call or other forms of contact: "Thank you for your e-mail on June 25".
The next structural component is the reason for writing (to inquire to offer, to apologize, and so forth). If the addresser seeks to ask for a service or a piece of advice, it is necessary to use "Could you please?" or "I will highly appreciate". If the addresser seeks to provide positive or negative information, it is desirable to use "I am delighted to inform" or "I regret to inform" ("Unfortunately") depending on the nature of the news.
At the end, the addresser should necessarily demonstrate appreciation of the addressee's help and refer to the further cooperation. The closing phrase is usually "Best regards" or "Yours sincerely", after which the author should indicate their name.
It is not acceptable to use jargon or slang in business letters, nor it is appropriate to expand the information, as business letters are normally used to provide very brief news, the major principle of business contacts s the importance of discussing important issues face-to-face. If the author seeks to complain about a dissatisfactory service, it would be more convenient to list all negative aspects in the point form.
Further information on Business Writing: