Business letters: writing examples. Example of a business letter in English

2024 Author: Howard Calhoun | [email protected]. Last modified: 2024-01-17 18:37

In modern life, the ability to write texts and letters is very important. And professionals who know how to do this are highly valued. It is important to be able to write letters in an international format - in business English. There are a number of requirements for writing them that are important to comply with. There are rules for writing business letters. Examples of this are the requirements for writing documents to the court or other government agencies.

Office work

To properly conduct office work, one must be able to provide documentation and organize the sphere of relations with official documents. There is even a GOST for this type of activity, which regulates office work and archiving. Any movement of documents, their accounting is called one concept - document flow. In the presence of management in any company, the movement of a wide variety of documentation is also implied. In other words, each company has a DOW - documentary support for management. There are writers to help. These are collections of acts, letters, petitions and other writings for all occasions with detailed descriptions, explanations in what form to write, examples of who and how to write. ATThe letter books contain a variety of business letters, examples of writing various petitions, congratulations and other documents. At the moment, a certain official style of business correspondence has been formed, there is a peculiar genre of official writing.

Past correspondence

Some GOSTs, a business style of writing, an example of business correspondence existed back in the time of Peter I. Then there was such a document - “Institutions for the management of provinces”, and all correspondence between different institutions was conducted according to it. It was a kind of ritual, without knowing which, it was impossible to count on a place in a certain system. There was a hierarchy in the correspondence between the authorities and various ministries and departments. In another way, there were gradations according to the degree of importance among the documents. They were of different types, which depended on the position of the institutions themselves. Everyone who stood at the top of the hierarchical ladder always “ordered” in letters, and those who were lower in rank “reported” to the department. Equals corresponded as equals, assumed and reported.

In office work, there are names for different types of business correspondence: conducting, report, rescript, report, relation, promemoria and others. Different types of letters were used for correspondence of different institutions. Leading, notification, in other words, was used for relations between equal, but different areas of activity (church and state). Promemoria - between equals in one area (public administration). The denunciation was used by those who stood in the table of ranks below. The report was talking about something in the form of a report of events. Relation - the same as a report, but was used in the military and diplomatic spheres. With the help of the rescript, the high leader corresponded with those close to him. In the context of the emergence of such business correspondence, a peculiar business language of everyday speech was formed.

History of office work

In ancient times, office work itself was not regulated by any law. And only since 1720, the “General Regulations” came out, which at the legislative level regulated the document management system. In those days, the collegial government systems of Sweden, Germany and Denmark were carefully studied. As a result of the studied materials, it was proposed to take as a basis such management as in Sweden. And taking into account the state system in force at that time, they began to gradually apply the collegial management system.

Letters and demands

Since ancient times, there has been a certain etiquette in writing official letters. Various business letters, examples, methods, types of letters and appeals, forms and much more have been developed over the years. Some types of letters have their own history of origin. It so happened that some types of letters were a guarantee of the fulfillment of what was described there.

How to write business letters? There are examples in history. Back in Byzantium, there was an instruction for receiving various delegations, which said that if a delegation arrived with a credential, then the delegates should be received with all outgoing honors, and if they were withoutdiplomas, then until it is found out who they are, they will be kept in custody. Important letters were always kept with treasures.

Letter structure

Writing a letter is not an easy task. To write an official business letter, an example for this must be drawn from various information directories. There are various informational reasons for writing a letter. There are letters that touch on one problem, and there are those that solve multifaceted problems. When writing multifaceted, each new task must be written from a new paragraph. Business letters are mostly multifaceted in setting the tasks they solve. The standard scheme for writing letters is an introduction, body and conclusion. The introduction recalls the document that caused the letter to be written, its date, number, title, type of document. And the main part indicates the reasons why it is necessary to take the side of those who apply in the letter, various arguments are given in favor of the correctness of their proposal.

The conclusion usually includes various conclusions, such as requests, refusals, reminders.

Example

Let's consider a business letter, an example in Russian. Business messages are different. Consider how a letter of guarantee is written, which deals with guarantees against any surprises, agreement with some facts or denial of these facts.

Ex. No. 210913-3

Provided on demand

dated September 21, 2013

Letter of Guarantee

By this letter, Market Plus LLC confirms its consent and readiness to conclude an employment contract with Valentin Viktorovich Belyaev, to hire him in our organization as a key account manager from October 10, 2013.

We guarantee to provide him with an official salary (24,000 rubles - salary) + monthly bonus, registration according to the Labor Code of the Russian Federation, social package: insurance against the National Assembly, payment of sick leaves and vacations.

Director of Market Plus LLC	Filyaev	A. P. Filyaev
Chief Accountant	Frost	E. P. Frost

In letters, you must adhere to the politeness formula both at the beginning and at the end. In the end, it is necessary to express confidence that the requests, reminders indicated in the letter will be heard and taken into account. Business letters, examples of official letters are written in a formal business form.

It is expressed in the following conclusions:

• Participants in business correspondence are usually officials and legal entities.
• The content and nature of papers are strictly regulated.
• The letters mainly deal with the activities of the participants in the correspondence.

The information contained in the letters should be:

• Official and emphasize the distance between the participants.
• Addressed so you can see who they mean.
• Up-to-date so that only the necessary information is present.
• Objective andcredible in order to correctly assess the situation.
• Convincing and factual.
• Exhaustive.

These are the requirements that business letters must meet. Examples: standard presentation, neutrality of tone, accuracy and monotony of formulation, conciseness and brevity, skillful use of terms and formulas of the language, targeted use of correct abbreviations, and more.

English in letters

Let's consider an example of a business letter in English now. All business correspondence now uses the block type. It fully meets modern requirements. It saves time and at the same time serves to maintain the uniform form of all correspondence. The letter consists of the following blocks: date, address, title and greeting, ending. Using a block structure when writing a letter is about the same as writing an essay using a work plan.

RIVER BANK HOUSE Your ref: RM/siOur ref: DB/ap/175		67, UPPER THAMES STREET, London, EC 4 V 3AH Telephone: 01 248 2217 (30 lines)Telex: 886678 LDN
Mr R. Morrison P. Marlow & Co. LTD 21 Bird StreetLondon E1 6 TM		17 May 2007
Dear MR Morrison _Order 345Unfortunately, we have not yet received the compurters "OPTIMA 133" which were a part of this order. We would be grateful if you could deliver these as soon as possible or refund our money. We look forward to hearing from you. Yours sincerely D. Barker Mr Derec BarkerManadger Encl. Order 345 Carbon copy M. Pryor

When writing such letters, they also often use open punctuation, the absence of periods and commas, where this is not required. All this makes writing and reading letters much easier. Now it is very important to study an example of a business letter in English, since this language is considered international in correspondence between foreign-speaking participants. It often happens that companies require a letter of recommendation. It is essentially a characteristic of the individual. There are also letters of invitation, guarantee, requests, answers, thanks, accompaniments, offers and others.

Reaction to letters

After reading this article, many will be able to use the tips given here. You should be very careful when writing a business letter. Indeed, often the fulfillment of requests and orders depends on a correctly composed and written message. An incorrectly composed letter has a huge chance of ending up in the trash. No one wants to waste their precious time on parsing such opuses. Therefore, be meticulous in writing business letters.