BUSINESS

CORRESPONDENCE

INAC HR T&D
WHY is it
important to learn
Business
Correspondence?
It helps you build a professional image
It helps you create a good first impression
It helps you build an effective business
communication
WHAT will you
learn today?
1 Writing a note

2 Writing a business letter

 Writing a note
You can choose to write a note if you are in a hurry and
the other person (the addressee) needs to have the
information written down as soon as possible. A phone
call may not be suitable if you need to transmit (send)
very detailed information, like an address.

In notes, you may use abbreviations, informal

punctuation (the dash replaces words) as notes are
written in an informal style. People usually write notes to
colleagues they know well, so notes can be quite friendly
and informal.
Making notes: role allocation
Hi Jane, I make a note to Diane, Can you give this note to
Diane ?

Of course, I'll give this note to Diane

Great. thank for your help.

your welcome
Writing a note: example

Diane,

Sorry–no time to talk–management meeting starts in 2

mins. Can’t get the overhead projector to work–could you
pls print 10 handouts of my presentation asap?

Thanks, Anna.
 Writing a business letter
Business letters are usually written from one business
organization to another, or as correspondence between
people representing organizations. They tend to be more
formal than other forms of communication because they
are permanent written records.

Letters can be written to complain, to apologize, to invite,

or for any reason related to business. Emails can also be
written in a very formal style, but letters are still used
because they may be taken more seriously by the reader
than any other form of communication.
Sections of a business letter
Your Contact Information
Your Name
Your Job Title
Your Company
Your Address
City, State Zip Code
Your Phone Number
Your Email Address

The Date
The date you're penning the correspondence
Sections of a business letter
Recipient’s Contact Information
Their Name
Their Title
Their Company
The Company’s Address
City, State Zip Code
The Salutation
Use "To Whom It May Concern," if you’re unsure specifically whom you’re
addressing.
Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know
the recipient.
Use “Dear [First Name],” only if you have an informal relationship with the
recipient.
Sections of a business letter
The Body
Use single-spaced lines with an added space between each paragraph, after the
salutation, and above the closing.
Left justify your letter (against the left margin).

Closing Salutation
Keep your closing paragraph to two sentences. Simply reiterate your reason for
writing and thank the reader for considering your request. Some good options for
your closing include:

Respectfully yours
Yours sincerely
Cordially
Respectfully
Sections of a business letter
Your Signature
Write your signature just beneath your closing and leave four single
spaces between your closing and your typed full name, title, phone
number, email address, and any other contact information you want to
include. Use the format below:

Your handwritten signature

Typed full name
Title
Writing a business letter: example
You may find the example of a business letter in the next document.
 Learn More
If you want to learn more about this course, you may
check on the following site:

www.fluentu.com/blog/business-
english/business-english-correspondence/
Informal, neutral and formal
tone
Informal: I’m sorry I can’t help you.
Neutral: I am afraid I can’t help you.
Formal: I very much/deeply regret I cannot help you.

Informal: I hope my idea is okay with you.

Neutral: I hope you agree to my suggestion.
Formal: I trust this proposal is acceptable to you.

Informal: Please do this asap.

Neutral: Please take care of this as soon as possible.
Formal: I trust you will give this matter your urgent
attention.