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How to Write a Business Letter

There are many different reasons for writing a business letter. However, most business letters follow some general guidelines as described below.

• Use the fully blocked style - do not indent paragraphs
  
• Include the address of the person you are writing to at the top of the letter, below your company address
  
• After the address, double space and include the date
  
• Double space (or as much as you need to put the body of the letter in the centre of the page) and include the salutation. Include Mr. for men or Ms. for women, unless the recipient has a title such as Dr.
  
• State a reference reason for your letter (i.e. "With reference to our telephone conversation..."
  
• Give the reason for writing (i.e. "I am writing to you to confirm our order...")
  
• Make any request you may have (i.e. "I would be grateful if you could include a brochure..."
  
• If there is to be further contact, refer to this contact (i.e. "I look forward to meeting you at...")
  
• Close the letter with a thank you (i.e. "Thank you for your prompt help...")
  
• Finish the letter with a salutation (i.e. "Yours sincerely")
  
• Include 4 spaces and type your full name and title
  
• Sign the letter between the salutation and the typed name and title

Become Familiar with Standard Phrases

The basics of good business letter writing are easy to learn. The following table provides some of the phrases that are usually found in any standard business letter. By using these standard phrases, you can give a professional tone to your business letter in English. These phrases are used as a kind of frame and introduction to the content of business letters.

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The Start:	Dear Frank (use if the person is a close business contact or friend) Dear Sir or Madam (use if you don't know who you are writing to) Dear Mr, Mrs, Miss or Ms (use if you know who you are writing to, and have a formal relationship with - VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
The Reference:	With reference to your advertisement in the Hong Kong Standard, ... Further to your letter of 23 March, ... Regarding our meeting last week, ... Thank you for your letter of 5 May.
The Reason for Writing:	I am writing to enquire about ... apologise for ... confirm ...
Requesting:	Could you possibly ... ? I would be grateful if you could ... I would appreciate it if you could ... Please would/could you ...