FAQ (Frequently Asked Questions)   How to Write a Business Letter?

 

   1. How to begin aletter?

Firstof all, you should know the format. Whatever the content of your letter, thereare a few business standards to follow regarding the way it looks. Then, listyour company name and the company address, with each part of the addresswritten on a different line. Next write out the fulldate, which is the most professional choice. In addition, you need towrite out the recipient's full name, title, companyname, and address in that order, with each piece of information on a separateline. Finally, don't forget to choose a salutation,which one you use will depend on whether you know the person to whom you'rewriting, how well you know them and the level of formality in yourrelationship.

 

2. What'sthe common format of a business letter?

Businessletter should be typed and composed in a common font such as Arial or Times NewRoman. Employ block paragraphing i.e., to start a new paragraph, hit“return”twice and don't use an indent. If you're printing the letter to send,consider printing the letter on company letterhead. This lends it a moreprofessional air and provides your company's logo and contact information.

 

3. howto choose a salutation?

Thesalutation is an important indicator of respect and you should cnsider thefollowing options:

 

·Employ“To Whom It May Concern”only if you don't know whom, specifically, you'readdressing.

·Ifyou do not know the recipient well, “Dear Air/Madam”is a safe choice.

·Ifyou don't know the recipient well and enjoy an informal relationship with himor her, you may consider addressfirst-name address, e.g.“Dear Susan”.

·Ifyou are unsure of the recipient's gender, simply type the whole name, e.g.“DearKris Smith”.

 

4. Howto compose the body?

In thefirst paragraph, make your letter a quick read by driving straight into thematter and keeping your comments brief. When you write the body, make sure theletter is clear, concise, conversational and courteous. Finally, summarize yourpoints and clearly outline either your planned course of action or what youexpect from the recipient in the lastparagraph.

 

5. Howto close the letter?

Theclosing, like the salutation, is an indicator of respect and formality. “Yourssincerely ”or “Sincerely”is generally a safe bet. Slightly less formal butstill professional closings include “All the best ”, “Best wishes”, “Warmregards”, and “Thank you”. Use a comma after your closing. What's more, don'tforget to sign the letter, and beneath your signature, type your name, phonenumber, email address and other applicable means of contact.

 

6.Sample

 

   From:ABC Corp Ltd.        To:Emma(SHA)

   Subject:                 Re:PO#1234

   Thank you for your messages of September 20regarding P.O. 1234.

   Please note that wellhave many consignees indifferent countries so please follow our shipping order instructions.

   Every time you have a shipment for ABC youneed to send the original B/L to Sealink HKG where I collect it and play them.

   On each original B/L the consignee is asadvised by us and the shipper is ABC Corporation. Freight is prepaid on theB/L.

   After the factory pays you the local FOBcharges you give them FOB showing them as shipper and ABC Corporation asconsignee and under no account or situation should theyknow the real consignee.

   Before the Carrier issues the final B/L weneed you to fax us a proof copy to 789 1234-1234 to make sure all informationis correct.

   Thanks.

   Terry