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Essentials 0f a Good Business Letter address and between the address and the date is of

paramount Importance. A few examples of a heading are


given below:
The success of any modern business, to a large extent, (A) AMALCO TRADING COMPANY ,
depends on the uses of business letters Some-one has rightly 20-Sheikh-el-ulm Avenue,
said: 'A letter in business is what medicine is to a patient'. Dubai (UAE).
Good letters are little ambassadors that traverse every nook Date …………..
and corner of the present day Commercial World. They (B) AMALCO TRADING COMPANY ,
constitute the biggest source of active liaison that is a 20-Sheikh-el-ulm Avenue ,
necessary concomitant for procuring business. Dubai (UAE).
In the words of Mr. Herbert N. Casson: "A good letter is a Date……..19…….
master key that opens locked doors. It opens markets and
avenues. It opens the way for your goods or your services. It Note: It is necessary to write "Dubai (UAE)", when the letter is
tells the story of the real character of your firm." communicated between Dubai and another country.
What does a good business letter do?
1. It sells goods. 2. Inside Address: This comprises name and address of a
2. It creates new customers. person or the firm to whom the letter is written and appears
3. It brings back lost customers. on the left-hand side of the letter. This corresponds to the
4. It brings good travelling sales representatives, address on the envelope with the only difference that in some
5. It gives an incentive to the dealers. cases, the number and name of the street is omitted. This,
6. It instils confidence among the suppliers however, is unwise and a complete address is always
7. It brings back confidence amongst the buyers desirable, as otherwise, it may become difficult to locate a
8. It collects bad debts. reference with the copy of the letter. Proper spacing and
9. It settles disputes. punctuation is necessary here as well.
10. It brings more finance. The word Messrs (M/s) is generally prefixed to a partnership
11. It opens new markets. firm or "& Co."
12 It brings more profits. EXAMPLE
13. It builds the business and the nation. Messrs Johnson Bros.,
Leeds (UK).
The above address on the letter is not sufficient. The better
LAYOUT OF A BUSINESS LETTER way to write the address is;
Messrs Johnson Bros.,
Stationery. Always use the best quality of paper It should be 210 West End Road,
plain and not ruled. The two most acceptable qualities of Leeds (UK).
paper are Bond and Airmail. The normal size of a letter-head
is 11 inches by 81/2 inches and 81/2 inches by 5 inches: 3. Salutation. This appears below the name and the address
of the recipient (to whom the letter is written).
Colour of stationery. White paper is the best. However, some The various words used as salutations are: Sir, Dear Sir;
business concerns prefer to use light shades of grey, brown Sirs, Madam, Gentlemen, Dear Mr., Dear Miss, Dear Mrs.
and blue. It may, however, be noted that bright colours like A salutation in business is followed by a comma (,).
yellow, orange, green, red, etc., are never desirable.
Sir: This has become very formal now-a-days and is not
In some large concerns, different colours of stationery is generally used except by Government offices,
used for different departments. This, of course, is a good idea Dear Sir: This is by far the most accepted form of
as it helps to discriminate correspondence of different salutation. However, this is used only when the relationship
departments. Also, the different copies like the first copy, or between the correspondents already exists.
the second copy, etc., are sometimes made in different Dear Sirs: This type of salutation is used in case of letters
colours. addressed to companies or partnership firms where the word
Messrs is generally used, and where the letter is addressed to
Typing. There is no second opinion that all business letters a Firm and not to the Manager or any other person.
must by type-written. Use of two coloured ribbons (red and Dear Miss, Dear Mrs., Dear Mr.: These are used only where the
black or blue) for accounts, statements or similar work is writer knows the recipient well and wants to give a
recommended. Proper spacing is a further necessity and it personal (friendly) touch rather than being formal as usual.
must be carefully looked after.
4.Body of the Letter. It is that portion of the letter which
Envelopes. Needless to say that an envelope is the most contains the message or the information which the writer
important part of business stationery, as your client will firstly wants, to communicate.
glance at it The quality of the envelope should correspond to The body of the letter should be divided into different
the quality of the letter-head. paragraphs. Each subject should be dealt with in a separate
paragraph.
Parts of the Business Letter The first paragraph should introduce the subject-matter of the
A business letter is generally divided into the following letter and where it is a reply, the reference number and date
SIX parts :- should be clearly mentioned. In the subsequent paragraphs,
1. The Heading different topics may be discussed.
2. The Inside Address
3. The Salutation 5. The Complimentary Close. This should always agree with
4. The Body of the Letter the salutation and it must always be followed by a comma.
5. The Complimentary Close The most common forms of complimentary close are:
6. The Signature 1. Yours faithfully,
2. Yours truly,
1. Heading. It indicates when and where the letter was 3. Yours very truly.
written and thus it comprises the postal address of the writer 4. Yours respectfully.
and the date on which the letter was written. The address may 5. Yours sincerely,
appear either in the centre or on the right-hand side of the 6. Yours obediently,
letter. The date, however, generally appears on the right-hand 7. Your Obedient servant, (This form is now seldom used.)
side. Proper spacing between the' name of the firm. and its
Examples of suitable complimentary close to salutations
are :-
Dear sir, Madam, sirs Yours truly, or a detailed folder. you requested" etc.
Yours faithfully,
Accept, Except-'Accept' means to receive or to confirm;
Sir, Your obedient servant, 'Except' means to omit.
Madam, Your obedient servant,
Gentlemen, Your obedient servant, Acknowledge, Acknowledging-Instead of writing 'We
My dear Sir, Your very truly, acknowledge with thanks the receipt of your letter, or 'While
My dear Sirs, Your very truly, acknowledging your letter of I it is better to use a simple
Dear Madam, Your very truly, sentence like 'Thank you for your letter----',
Dear Mr. Yours sincerely
Dear Miss. Yours sincerely Affect, Effect-'Affect' means to influence; .'Effect'(verb)
Dear Mrs. Yours sincerely means to cause, institute; Effect (noun) means a result.

6. Signature. The complimentary close will be followed by the All ready, Already-'AII ready' means 'entirely ready' and
signature of the writer. As far as possible, the signature 'Already' means by this time.
should be legible; otherwise the name of the writer should be
typed. In some cases, the name of the firm or the company is Alright, All right-It is always better to use the word 'All
also mentioned immediately after the complimentary close. right' instead of 'Alright'.
But before the signature Designation of the writer may also
be used wherever possible All together, Altogether-'AII together' means 'all things
or persons together' while 'altogether' means 'completely'.

Avoid the Use of Certain Phrases Among, Between-'Among' is always used when the
objects are three or more. Between is used only when the
While writing a business letter, one must not use certain
objects are two.
phrases which make the sense and beauty of the sentence.
Alternative phrases given against each taboophrase
Amount, Number-'Amount' refers to 'Measurable
should be used to enhance the beauty of the sentence.
quantity'. 'Number' refers to the 'Countable quantity'.

Instead of use And, Etc.-'And' should never be used with Etc. Thus,
At all times Always 'table, chair, coat. almirah, etc,' is correct.
As per According to
Anticipating your reply We shall look forward , Anticipating-Always avoid using the word 'Anticipating'.
with interest to your reply '-Thus, 'anticipating your order' and 'anticipating your reply'
Awaiting your esteemed We shall wait for your are not in form.
Instructions reply
At your earliest Please reply as soon as Any place, Anywhere, Anywheres-Always use
convenience possible 'Anywhere' in place of 'any place', or 'anywheres'.
Abovementioned Referred to above
Enclosed herewith Enclosed Appraise, Evaluate, Assess-'Appraise' and 'Evaluate'
Have noted its contents Have gathered full mean to ascertain the value or amount of. 'Assess' means to
information value for tax purposes.
In accordance with your As requested by you
request Approve, Endorse-'Approve' means 'to sanction';
If you will refer to your file Please refer to your file .'Endorse' means 'have favourable opinion.'
Kindly advise Please let us know
The said shipment The shipment Apt, Likely, Liable-'Apt' denotes natural tendency.
We take this opportunity We have the pleasure to 'Likely' means probably. 'Liable' means exposed to
(We are pleased to) disadvantage or danger or legal responsibility.
We wish to thank you We thank you
We would recommend We recommend As per-Use more natural expression. Thus, instead of
We would suggest We suggest writing 'As per your letter of ... ' it is better to write 'As you
We beg to acknowledge We thank you for your state in your letter', or 'As mentioned in your letter',
your letter of letter of
We acknowledge with We thank you for your At, About-Always use about. Thus 'at about 5 p.m.' is
thanks your letter of letter of not correct while 'about 5 p.m.' is correct.
We beg to state We would like to state
We would like to Please let us know Attached herewith-Anything attached is necessarily
be advised herewith. Say 'attached' to this letter, not 'attached herewith'.
We are writing this day We are writing· today Beg-It is too humble (cheap) and as far as possible avoid
You have our permission You may using the same.
Your valued instructions Your instructions
Beside, Besides-'Beside' means 'along the side of';
'Besides' means 'in addition to' or 'with the exception of',

Best of Any-The expression should be best, best of


those, or better than any other.

Words Commonly Mis-used Can, May-'Can' means 'capability'; 'May' means witl} ,
A, An-'A' is used before a word which starts with a 'permission' .
consonant sound while 'An' is used before a word which
starts with a vowel sound, e.g-A Cashier, An Indian. Cannot help but-Note that the 'not and the but' make a
double negative. Omit but. Thus say 'cannot help'.
According to, In accordance with-None of the two
gives a direct expression and it is always desirable to write Can't hardly-This is again a double negative. Use either
something natural. Thus, instead of wirting 'In accordance 'Can't' or 'Hardly'. Thus 'I can hardly see anything' or 'I can't
with your request' it is better to write, "We have pleasure in see anything' have got to be written.
sending
Cite, Sight, Site-'Cite' means 'to call attention to' 'Sight' or 'those'.
means 'something seen'. 'Site' is location.
These kind-Since kind is singular, 'these' should not
Data-Data is plural of datum. be used with it. The correct usage, therefore, is 'this kind' or
'these kinds.'
Deal- Avoid using it for representing to mean 'Bargain
or Transaction.' Thusly-It is an irritating word. Use 'thus' .only.

Different than, Different from-The preferred idiom is We, I-The word 'we' is used when it is desired to
'different from' and hence avoid using 'different than'. represent a company or firm in business writing. However,
when it is desired to represent or speak for an individual only,
Due to- 'Due' is a Predicate Adjective meaning 'due use 'I'.
efficiency'. Do not use 'due to' in situations that can take
'because of' or 'owing to'. SAMPLE LETTERS ON VARIOUS TOPICS

Farther, Further--'Farther' means distance; 'Further'


means to an advanced degree.
1. Enquiries, Orders, Complaints And
Favour-Never call a letter a favour. Thus, instead of Cancellations
writing 'Please favour us with a reply' write 'Please send us
your reply'. Sending a Price List:'
HARRINGTON INDUSTRIES
Fewer, Lesser-'Fewer' is used for 'Countable quantities' 125, Wales Road,
and 'Lesser' is used for 'Measurable quantities'. SYDNEY.
Ref No. KI/17/413 Date: 16thMay, 19 .
Former, Latter - These words should be used while Mis Carlton Furniture Co.
referring to one of the two things or persons. In all other 34, North Hill Road,
cases, the correct usage is 'first and the last'. MELBOURNE.
Dear Sirs,
Good, Well-'Good' is generally an Adjective, while ~Well' It gives us pleasure in enclosing our latest price list.
is generally an Adverb, e.g., he is good boy; He is getting on As you will find, we use one of the best steel available in
well with his studies. the country and yet supply our furniture at most competitive
prices.
Imply, Infer- 'Imply' means 'to express indirectly'. 'Infer' We shall be glad to hear your interest.
means 'to deduce'. Thanking you,
Yours faithfully,
Irregardless, Regardless - The use of 'Irregardless' is for Harrington Industries
incorrect Always use 'Regardless'. MANAGER
Kind of a, Sort of a - Avoid 'a' in both cases.
Leave, Let - 'Leave' means 'to go away from', 'let', Encl: Price List
means 'to allow' e.g., 'Leave me alone', 'Let me do my job'

Might of, Must of - Never use these words. Instead use Reply to above (Negative)
'Might have', 'Must have'.

Most, All-Never use these two contradictory words. CARLTON FURNITURE CO


Always use 'Almost all' 34,North Hill Road,
Melbourne.
Off, of - Never use 'of' after 'off'. Thus 'he hardly went Ref No: MFM/3 Date: 26thMay, 19 .
off of the street' is incorrect. 'He hardly went off the street' is .MIs. Harrington,
correct. 125, Wales Road,
SYDNEY.
Oral, Verbal - Oral or written paper. As per verbal We thank you for your letter No. KI 117/413 dated
instructions, are correct usages. ·16th May, 19 together with a copy of your price list.
We have gone through the details of various items
Principal, Principle - 'Principal' means 'Head of an manufactured by you and regret very much to say that the
Institution or an Organisation' etc.; 'Principle' means same do not interest us.
fundamental rule. Thanking you,
Yours faithfully,
Raise, Rise -'Raise' means to 'lift up'. His salary had for Carlton Furniture Co.
been raised. 'Rise' means 'to move up.' Prices of many PARTNER
commodities have risen up.
Counter Replay (Negative)
Re.- Abbreviation reo for 'regarding' should always be
avoided. Use the word 'regarding' instead of're', HARRINGTON INDUSTRIES
Reason is because, Reason is that - The correct usage 125, Wales Road,
is 'reason is that' and not 'reason is because'. SYDNEY.
Ref No: ki/1479 13 June, 19…..
Recent date-Give the exact date instead of writing
'recent date'. Messrs Carlton Furniture Co.
34, North Hill Road,
Sit, Set-'Sit' means 'to be seated'; 'set' means 'to put in Meloourne.
position', Dears Sirs,
We thank you for your letter NO.MFM/3 dated 26th May
Stationary, Stationery-Stationary means 'not moving', 19 .
stationery means 'writing supplies'. This there, That there-Do We would have been only too glad to send the goods
not use 'there' with 'this', 'that' F.O.R. but our competitive prices and the quality of goods do.
not permit us to go beyond the terms mentioned in our price . Yours faithfully,
list. for Harrington Industries
We hope you will understand our position. MANAGER
Thanking you,
Yours faithfully, Informing about partial execution of order:
for Harrington Industries
Manager.
HARRINGTON INDUSTRIES
125, Wales Road,
Counter Replay (Positive)
SYDNEY.
Ref. No. KI/21/43 Date: 7th July, 19 .
HARRINGTON INDUSTRIES
Mis Carlton Furniture Co.
125, Wales Road,
34, North Hill Road,
SYDNEY.
Melbourne.
Date: 13th June, 19 .
Dear Sirs,
Ref. No. KI/17/497
We thank you for your order No. MFM/27 dated 27th
Messrs Carlton Furniture Co.
June. 19 .
34, North Hill Road,
We. have today sent the following goods of your order:
Melbourne.
S.No. Qty. Code No. Price Remarks
Dear Sirs,
1. 5 227 US $50 Olive Green
We thank you for your letter No. MFM/3, dated 26th May,
2 10 107 US $68 Grey
19 : .
3. 5 7 US $130 Olive Green
We normally charge full packing and freight as our.
The remaining goods will be sent by the end of the month
competitive prices leave a very little margin of profit and do .
as the same are not readily available.
not permit us to forego these expenses. However, as a
The documents have been forwarded through ANZ Bank,
special, case, we shall allow you F.O.R. facility on your initial
Church square, Melbourne, and a copy of our bill No. 427
order.
dated 6th July, 19 for US $1580 is enclosed for
We now look forward for your order which will receive our
your advance information.
best attention.
We hope you will receive. the goods in good condition
Thanking you,
and will favour us with your bulk orders in future.
Yours faithfully,
Thanking you,
for Harrington Industries
Yours faithfully,
MANAGER,
for Harrington Industries
MANAGE
Placing an order for furniture: Encl: A bill for us $ 1580

CARLTON FURNITURE CO., Sending the document through bank


34, North Hill Road,
Melbourne. HARRINGTON INDUSTRIES
125, Wales Road,
Ref No;MFM/27 Date: 27 June,97.. SYDNEY.
Mis. Harrington Industries, REGISTERED
125, Wales Road, Ref. No. KI/29/105 Date: 7th July, 19 .
Sydney. The Manager,
Dear Sirs, ANZ Bank,
We thank you for your letter No. KI/17/497 dated 13th Church Square,
June, 19 . Melbourne 3020.
We have pleasure in placing our follo~ing order: Dear Sir,
S.No. Qty. Code No. Price Remarks We have pleasure in enclosing:-
1. 5 227 US $50 Olive Green 1. Our Bill No. 427 dated 6th July, 19 , for US $1580.
2. 10 107 US $68 Grey 2. G.R. No. 137914 dated 5th July, 19 , freight paid.
3. 5 94 US $80 Grey Please deliver the documents to MIs. Carlton Furniture
4. 10 47 US $98 Olive Green Co. North Hill Road, Melbourne, against US $1580 and remit
5. 5 13 US$120 Olive Green us the amount by a bank draft immediately on realisation.
6. 5 7 US $130 Olive Green The bank charges should be collected from the payee.
Please provide sound packing and forward documents Draft may please be sent under registered cover only.
through ANZ Bank, Church Square, Melbourne. In case these charges are not paid by the payee, the same
Thanking you, may be debited to our account.
Yours faithfully, If the documents are not released on presentation, please
for Carlton Furniture Co., do not return the same but seek our further instructions.
Partner OR
DOCUMENTS IF UNCLEARED UNTIL 7th AUGUST,
Confirming the order: 19 SHOULD BE RETURNED TO US
WITHOUT WAITING FOR ANY FURTHER
INSTRUCTIONS.
HARRINGTON INDUSTRIES Thanking you,
125, Wales Road, Yours faithfully,
Sydney for Harrington Industries
Ref. No. KI/21/43 Date: 7th July, 19 . Manager
M/s.Carlton Furniture Co.
34, North Hill Road, • Where this clause is mentioned, do not forward a copy of
Melbourne. this letter to your client, otherwise it is always better to send
Dear Sirs, a copy for information.
We thank you for your order No. MFM/27, dated 27th Note: Other correspondence concerning follow-up of
June, 19 ……. documents is covered under the chapter 'PAYMENTS AND
The order has been passed on to our packing department COLLECTIONS.
and we hope to send the goods in about two weeks time.
In the meanwhile we thank you once again and assure
you of our very best co-operation.
Asking suppliers about non-compliance of order:

CARLTON FURNITURE CO.


34, North Hill Road,
Melbourne.
Ref. No. MFM/51 Date: 27th July, 19 .
MIs. Harrington Industries,
125 Wales Road,
Sydney.

Dear Sirs,
This is with further reference to our order No. MFM/27
date 27June, 19 , (duplicate copy enclosed ).
We have not heard anything from you so far and shall be
glad to know as to when we may expect the good of our
order?
Thanking you,
Yours faithfully,
for Carlton Furniture Co.
PARTNER
Encl: Duplicate copy of order No. MFM/27, dated
27th June,19……..

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