The_Form_of_the_Business_Letter

8.Signature

The name of the writer and his/her position in the firm are typed below the handwritten signature. The name of the firm is written above the signature.

Business letters may have some optional parts if necessary:

1. Attention line

The attention line is used to bring the letter addressed to a business firm to the attention of a particular person. It is typed below the inside address.

(Attention: Mr James or att. Mr James)

2. Subject line

The subject matter of the letter may be indicated in a subject line below or above the salutation.

3. Enclosures and carbon copies

When enclosures are to be sent with the letter, or when another person is to receive a carbon copy, this is indicated in the left-hand lower corner of the sheet. (Enclosure, Enclosures, Enc, Encs, Encl, Two enclosures, Encs (2), or cc: Mr Robert Smith)

The most common form of layout used in business letters now is the block form. In a fully blocked letter the date, the inside address, the salutation, the lines of each paragraph, the complimentary close and the signature begin flush with the left-hand margin.

In writing business letters it will help us a lot if we remember the following frequent phrases:

Opening phrases

I. We thank you (Many thanks) for your letter of 3rd June.

2. In reply to your letter of May 10 we wish to inform you...

3. We refer to your fax of 2nd September.

4. With reference to your letter of8 March we wish to say ...

Phrases announcing a new fact

We wish to say (to tell you, to let you know) that ...

We would like to inform you that...

Phrases announcing a pleasant or an unpleasant fact

We are pleased (glad, happy) to learn. . .

We have pleasure to inform you ...

We are sorry. (we regret) to have to let you know that ...

Requests

We ask you to send us kindly ...

We request you to send us...

We should be glad if you would let us have your reply soon.

We shall be pleased if you will send your reply by return.

We will (would) appreciate your attention to this matter.

Closing phrases

We are looking forward to an early reply (to receiving an early reply).

We hope you will give this matter your best (full) attention.

We await your reply as soon as possible.

We hope to hear from you soon.

The form of the British business letter

Printed letterhead RELIANCE HOLDINGS FINANCE GROUP

85 Martin Lane London EC2N 6BJ

Telephone 01-5883781

Reference Your ref: LEIN

Our ref: CVE/PR

Date 14 November 200_

Inside address Homemakers Ltd

Hardware Dealers

14 Castle Road

Edinburgh DE5I O3L

Attention Attention: Mr P James

line

Salutation Dear Sirs

Subject line Up-to-date list of addresses

Body of letter Thank you for your letter of 11 November, asking for an up-to-date list of addresses of our branches.

We have pleasure in enclosing this brochure, showing the location of all our branches at home and abroad.

Complimen Yours faithfully

tary close

~ ~ ~ -(handwritten signature)

Typed name S Carson

Position Secretary

in the company

Enclosure Enc