Business Letter Format and Conventions Notice the following points:

1. WRITER’S ADDRESS OR COMPANY LETTERHEAD:

At the top or in the top right-hand corner. The writer’s name is not at the top of the letter.

2. READER’S NAME, POSITION AND ADDRESS:

On the left. If you are writing to another country, write the country in the address.

3. DATE:

On the right. Various forms of the date are possible.

British American

24^th February, 2005

24 February 2005 February 24, 2005

24 Feb. 2005

4. Opening Situation:

Use the name of the reader if you know it, without the initial. If you do not, write:

British American

Dear Sirs, to a company Gentlemen:

Dear Sir, to a man Dear Sir:

Dear Madam, to a woman Dear Madam:

Dear Mrs. Smith, to a well known woman Dear Mrs. Smith:

For the attention of

Mr. F.L. Johnson Attention: Mr. F.L. Johnson

Dear Miss Brown, to a well known unmarried Dear Miss Brown:

woman

Dear Sir or Madam, if you don’t know the sex Dear Sir or Madam:

of the reader

5. BODY OF THE LETTER:

Start a new paragraph for each new idea or subject. Leave a line space between each paragraph. Do not break words at the end of a line.

6. CLOSING SITUATION:

British American

Yours faithfully, formal or routine Yours truly, if you don’t know the Very truly yours,

reader’s name Yours very truly,

Yours sincerely, informal: Sincerely yours,

Yours truly, if you know the Cordially yours,

reader’s name

Yours sincerely, personal: Sincerely yours,

Sincerely, With kind regards,

With best wishes, With best regards,

Yours, Sincerely,

Yours,

7. SIGNATURE

8. WRITER’S NAME AND TITLE

Position in the company, if appropriate. A man uses the title Mr. The title Mrs. shows that a woman is married. Miss shows that she is unmarried. Ms shows that she is a woman (it goes for married and unmarried woman).

9. BLOCK STYLE

It is the modern style – all paragraphs start at the left-hand margin.

10. PUNCTUATION:

In modern business letters punctuation is not used in the heading and ending of a letter. Normal punctuation is used in the body of the letter.

Phrases that can be used in all kinds of business letters

I. Phrases to confirm the receipt of letters, telegrams, faxes and etc.

1. We have received your letter of the 15^th May Мы получили ваше письмо от 15мая

2. We thank you (Thank you) for your letter Благодарим вас за ваше письмо,

dated (the) 15^th May датированное 15 мая

3. In reply to

In answer to your letter of … (dated) В ответ на ваше письмо от …

In response to

4. We are obliged for your letter (fax..) Мы признательны (благодарны) за ваше письмо (факс)

5. We acknowledge (notify, confirm) the Мы подтверждаем получение

receipt of your letter of … вашего письма от …