GET IT RIGHT ENGLISH

   “We guarantee quality because every
single translation we do is proofread
by a native speaker.”

Translation Service

LEGAL BUSINESS  FINANCIAL

Back to  Business letters page

How to write a good business letter or e-mail.

Part 1 of a series of five articles

How to begin

With ever improving technology and faster world communication, it could be argued that there is no correct way to write
an e-mail anymore. Busy people don’t have time to follow rules. The freedom of cyberspace has meant that there is no
longer a need for rigid regulations on letter writing format or etiquette. It doesn’t matter what the e-mail looks like,
it is the message that counts.  To a large extent all of this is true, except for one thing: mass communication means
that there is even more reason to have rules for writing letters and e-mails. In other words, there needs to be a common
standard so that any correspondence is clearly understood by as many people as possible. How an e-mail looks is crucial.
Readers expect certain standards, especially in business. In a fast environment, we need to be able to read what ever we
are sent quickly. Or simply put. Which is the easiest to read and gives a better impression, example a or b?

Example a

John, thanks for your email and info about the meeting. Sorry I can’t make it on Tues. could we meet on Wed instead. Paul

Example b

Dear John,

Thanks for your email and information about the next meeting.

I am sorry but I can’t make it on Tuesday, Can we meet on Wednesday instead?

Speak to you soon

Regards,

Paul

Example a is more like a text message, which is great to send to friends but not for business purposes. Does it take any
longer to write example b? Not really, most of this e-mail could be set up as a template and the paragraphs rely on pressing
one key.

Which email would you prefer to receive from a business partner? Which looks more professional?

Basic introduction paragraph and format.

We are not talking about email to friends, colleagues, SMS, Twitter etc. These series of articles concentrate on writing good
business e-mails and letters – making your company look professional.Firstly, we have to address the recipient correctly.
The most suitable and appropriate for business correspondence is:

Dear Sir or Madam  
use this when you don’t know the name of the person.

Dear Sirs   
use this when you are writing to a company.

Dear Mr Smith  
This is the most formal.

Dear John Smith,  
This is neutral and common for business. Never use Dear Mr John Smith.

Dear John,   
This is fine if you know the person. or have a good business  relationship.                                                

Dear Ms Smith  
This is recommended in most cases. Only use Mrs or Miss if they have specified so in previous correspondence.
                                                       
Although, many people commonly use Hi John or Hi Mr Smith etc. It is not acceptable for business purposes. Just because
millions of people do it, doesn’t mean it is right. Don’t forget the idea is to create a neutral professional image.

Opening paragraph.

In English business letters, the opening paragraph should state why you are writing. For example, if it is a complaint letter
then say: I am writing to complain about… Make it obvious what you are writing about

Below are examples of some good standard opening sentences. These standard phrases can be used over and over again.
They are not boring, just standard openings. Remember we are not trying to win an award for creative writing. We want
to get our message across clearly and quickly. The first few sentences are important.

I am writing to………….  
e.g. I am writing to request information on letter writing.

Further to……………….  
e.g. Further to our last telephone conversation, Please  send me some information on letter writing.       

With reference to………  
e.g. With reference to your last delivery. Some of the boxes were damaged.

To summarise, to start a business e-mail or letter, decide if it needs to be formal or neutral. Write an appropriate
Dear………  Make sure the first paragraph clearly states why your are writing. The reader will then get a good impression.
They will be able to treat your letter as professional and therefore your company or request. They will also be able to read
you e-mail and find out quickly what the issue is. Finally, here is an example of a first paragraph:

Dear John Smith,

I am writing regarding a series of articles about business correspondence. Please could you send me some more information?


Please note. This article has  been written in British English. Therefore, there may be some areas of style, spelling and
punctuation, which could be different in American English. E.g. there is a full stop after Mr. in American English.

Part Two to follow shortly.......