8. Complimentary Close

A complimentary close is a polite way of bringing a letter to a close. The expressions used should suit the occasion and match the salutation.

Salutation	Complimentary close	Degree of formality
Dear Sir Dear Madam Dear Sir or Madam	Yours faithfully Yours truly	Very formal
Dear Mr Burk Dear Ms Lewis	Yours sincerely Sincerely yours	Formal
Dear Tomas Dear Christine	Best regards Regards Yours	Informal

9. Signature

The signature is placed either on the left margin or spaced from the right margin and aligned under the address and date that are put in the right-hand corner.

10. Enclosures and Copies

If there are any documents or papers enclosed with the letter, you should always indicate it by writing ‘Encl.’ or ‘Encls’ at the bottom left-hand corner:

Encl.: Invoice

‘c.c.’ indicates that a copy of the letter has been sent to those whose names are put against this abbreviation:

c.c. John Smith

Lisa Grace

Useful phrases

There are a number of generally accepted phrases used to begin and end business letters. There is no need to be original here. Below are phrases used for the most frequent situations.

When replying to a letter:

1. Thank you for your letter of [date] concerning [subject].

2. This is to acknowledge the receipt of you e-mail dated [date].

3. With reference to your e-mail of [date] I would like to send you the necessary information.

4. In reply to your letter of [date] I wish to inform you that [subject].

5. It was great pleasure to learn from your letter that [subject].

When writing from your own initiative:

1. I am writing this letter to ask you for some information about [subject].

2. I am pleased to notify you that [subject].

3. This is just a note to tell you that [subject].

4. I am sorry to have to inform you that [subject].

5. I would be grateful if you could send me some information about [subject].

When apologizing for a delay:

1. I am sorry for not answering your e-mail at once but [reason].

2. I am sorry it has taken so long to reply to your letter of [date] but [reason].

3. I would like to apologise for not having written earlier but [reason].

4. It has been a long time since I wrote to you but [reason].

5. Please forgive the delay in replying but my only excuse is [reason].

6. Please accept my apologies for the delay in answering your letter.

When giving good/bad information:

1. I am pleased to inform you that [subject].

2. It gives me great pleasure to inform you that [subject].

3. I regret to inform you that [subject].

4. I am sorry to have to inform you that [subject].

When concluding:

1. I hope to hear from you soon.

2. I am looking forward to your reply/hearing from you.

3. I would appreciate a prompt reply.

4. I will be grateful if you could reply as soon as possible.

5. Let me have your reply at your earlier convenience.

6. We expect your reply by return.

►Write salutations and complimentary close:

Example:

If the addressee is Mr. Bright

The opening is Dear Mr. Bright

The close is Yours sincerely

1. Mrs Bright

2. Miss J.Gardner

3. Michael Spears

4. Prof. Keith Jones

►Put in the missing words:

How to write a business letter

The letter heading gives all the necessary (1) about the firm. It is usually (2) on the paper. If unheaded paper is used, the address (3) the name of the sender, is typed on the (4) hand side. The address of the person receiving the letter is typed on the (5) against the margin. When a letter is written to a man the form (6) is used. To a married woman we write (7) but (8) is used both for married and unmarried women.

The attention line is typed (9) the salutation. If you don’t know the name of the person you are writing to, begin your letter with (10) if it is a man, or (11) if it is a woman. Use (12) or (13) when writing to a firm/company.

In business letters the sentences and paragraphs should be kept (14) because it is much easier to read such a letter. The letter usually consists of three (15). In the first, the writer should refer to (16) correspondence, confirming the receipt of a letter. In the second, a stating of (17) should follow. The third and the last (18) should concern the future (19) suggested by the writer or the letter. The letters should be always signed by (20) and in (21). Since many signatures are illegible it is good practice to (22) the name of the signer and to place his signature (23) it.

►Write short letters/emails using the following suggestions:

1. Express thanks for getting a postcard from your business partner, who is spending holidays in Japan.

2. Inform your friend from LA (Los-Angeles) that you will be shortly visiting CA (California) and would like to meet him. Say you will get in touch when you arrive in LA.

3. Apologize to your friend for not answering his letter/e-mail at once. Give reasons why.

4. Express joy at the news that your friend is coming to Moscow for a Business Fair. Ask for details concerning his travel arrangements, and suggest meeting him at the airport and having dinner or lunch some time during his visit.

5. Express regret that you cannot provide any information about advanced leadership training courses for senior management in Moscow. Advise your foreign business partner to get in touch with the American Chamber of Commerce (Moscow).

‘INVITATION’ POINT

Visits

There are many occasions on which firms write invitations. In fact, invitations should be polite, clear and precise. In the first paragraph you should state the reason for the invitation. In the second paragraph you may give more details about the proposed visit or a meeting. The closing paragraph should contain an expression of hope that the invitation will be accepted.

The invitation you receive must be confirmed at once and the necessary information given. If you accept, write how happy you are to have been invited. If you have to decline, say how sorry you are to do it and give reasons why it is not possible.

If the visit has to be cancelled or postponed, write a letter explaining why you have to do so. It is not necessary to go into great detail. A short note will do.

After a visit, write a thanking letter, saying how much you enjoyed the visit and how useful it was.