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Page 1
Writing Business Letters
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Page 2
How To Books are designed to help people achieve their goals.
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Page 3
Writing Business Letters
How to produce day-to-day correspondence that is clear and effective
Ann Dobson
3rd edition
How To Books
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Page 4
Other books by the same author
How to Communicate at Work
How to Manage an Office
How to Return to Work
Published by How To Books Ltd, 3 Newtec Place, Magdalen Road, Oxford OX4 1RE. United Kingdom.
Tel: (01865) 793806. Fax: (01865) 248780.
email: info@howtobooks.co.uk
www.howtobooks.co.uk
All rights reserved. No part of this work may be reproduced or stored in an information retrieval system (other than for purposes of
review) without the express permission of the publisher in writing.
© Copyright 1999 Ann Dobson
First edition 1995
Second edition 1996
Third edition 1999
British Library Cataloguing in Publication Data
A catalogue record for this book is available from the British Library
Editing by Alison Wilson/Cartoons by Mike Flanagan
Cover design by Shireen Nathoo Design
Cover image PhotoDisc
Produced for How To Books by Deer Park Productions
Typeset by PDQ Typesetting, Stoke-on-Trent, Staffs.
Printed and bound by Cromwell Press, Trowbridge, Wiltshire
NOTE: The material contained in this book is set out in good faith for general guidance and no liability can be accepted for loss or
expense incurred as a result of relying in particular circumstances on statements made in the book. The laws and regulations are complex
and liable to change, and readers should check the current position with the relevant authorities before making personal arrangements.
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Page 5
CONTENTS
List of illustrations 9
Preface 11
Part 1: General Principles
1
The business letter 13
Why write a letter at all?
13
What about the alternatives?
13
Using modern technology
17
Weighing up the costs of communication
19
Making your choice
21
Checklist
22
Action points
22
2
Mastering the basics 23
Thinking about the grammar
23
Punctuating effectively
24
Open punctuation v full punctuation
29
Sorting out sentences and paragraphs
30
Addressing important people
31
Checklist
34
Action points
35
3
Planning your letter 37
Assembling the facts
37
Deciding what to say
37
Deciding how to say it
38
Finding the beginning, middle and end
39
Writing your first draft
43
Checklist
44
Action points
47
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Page 6
4
Presenting your letter 48
Using the company letterhead
48
Designing your own letterhead
49
Laying out your letter
50
Heading up a continuation sheet
55
Taking a copy
56
Providing an envelope or label
56
Checklist
58
Action points
59
5
Using computers 60
Introducing word processing
60
Looking at the advantages
61
Preparing standard letters and paragraphs
62
Using the mail merge facility
63
Deciding on the type of printer to use
69
Checklist
70
Action points
71
Part 2: Sample Letters
6
Letters to customers and suppliers 73
Introduction
73
Asking for information
74
Following up an enquiry
76
Sending a quotation
78
Ordering some goods
80
Clarifying an order
82
Accepting an order
84
Action points
86
7
Letters to promote the company 87
Introduction
87
Advertising company products/services
88
Writing circular letters
90
Approaching a newspaper about advertising
92
Approaching a TV company about advertising
94
Giving encouragement to the sales force
96
Following up new customers
98
Action points
100
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Page 7
8
Letters dealing with accounts problems 101
Introduction
101
Disputing an account
102
Chasing a debt
104
Sending a final demand
106
Sorting out an accounts muddle
108
Apologising for an accounting error
110
Advising staff about salary changes
112
Action points
114
9
Letters on staff matters 115
Introduction
115
Contacting an unsuccessful job applicant
116
Sending a letter of appointment
118
Giving a favourable reference
120
Issuing a first warning
122
Issuing a second warning
124
Writing a letter of dismissal
126
Sorting out a staff problem
128
Action points
130
10
Letters for overseas 131
Introduction
131
General points to remember
131
Importing and exporting goods
132
133
[...]... you to plan and produce your own letters in the easiest and most effective way Part 2 shows sample letters to cover most business needs and this part of the book is designed to be used for reference purposes to help you when you need to write a specific type of letter To add interest, three companies and their employees are used to show how letters can be effective or ineffective according to how they... the Inland Revenue 165 Writing to the Customs and Excise 166 Writing to your solicitor 167 Writing to your bank/building society 168 Writing a letter to do with property 169 Writing a letter about money owed to you 170 Writing to a publisher 171 Writing a letter to a newspaper 172 Writing to your MP 173 Action points Suggested answers to assignments in Chapters 2-4 174 Glossary 179 Further reading 183... Personal business letters 155 155 Setting out personal business letters 157 Applying for a job 158 Attending an interview 159 Writing a letter giving a character reference 160 Writing a letter of resignation 161 Writing a letter of congratulation 162 Writing a letter of invitation 163 Writing a letter refusing an invitation 164 Writing to the Inland Revenue 165 Writing to the Customs and Excise 166 Writing. .. told to learn At the time you probably didn't think nouns, verbs and adjectives were important at all However, once you come to writing your own business letters you will see that in order to construct good sentences, a basic knowledge of grammar is very helpful Only if words are strung together in the correct way will the meaning of sentences be clear for all to read and understand Good sentence writing. .. and money to prepare This means that an unnecessary letter is uneconomical to produce, however impressive it looks Preparation and Planning Whenever a letter is considered to be necessary, the next step is to plan and present your information in the best way possible Chapters 2 to 5 will give you guidance on this You will see how to achieve the desired results by preparing simple 'jargon-free' letters. .. regard to Sunny Stores Secondly, it has highlighted to John that his staff have found him unapproachable of late It is now up to him to improve relationships with his team These improved relationships will probably include the need for more internal written communication, if he does not always find the time for a 'chat' Finally it has highlighted the need for a business letter to be sent to Sunny Stores... according to preference, although it is more usual to use single nowadays except perhaps in direct speech If using a quote within a quote, use different marks for each eg "The new book 'Summer in Chicago' is sure to be a hit," said Mr Adams The Apostrophe ' Use the apostrophe: to show the omission of one or more letters in a word eg There's, isn't, I've to show the possessive form eg Mary's toys, or... again in business letters it is best to keep them short - perhaps two or three sentences each Addressing Important People You may well have to write letters to important people from time to time, and they should be addressed in the appropriate way Decorations and Qualifications The dictionary defines 'decorate' as 'to honour a person by giving a medal or badge of honour' This is indicated by letters. .. > < previous page page_19 next page > Page 19 similar to a photocopier, in that it makes an exact copy of your document: but unlike a photocopier it can send that document through the telephone network to another fax machine anywhere in the world Apart from letters, you can also use it to send diagrams, photographs and other technical documents How It Works The principle is as follows: Two fax machines... important as ever to be able to write a good business letter Fortunately for us all, the modern business letter is a simple document to compose and display At last it is widely recognised that the best kind of letter is the one that adopts a 'no frills' approach, saying just what is needed and no more, in simple language that everyone can understand This third edition of Writing Business Letters offers . invitation
163
Writing to the Inland Revenue
164
Writing to the Customs and Excise
165
Writing to your solicitor
166
Writing to your bank/building society
167
Writing. 4
Other books by the same author
How to Communicate at Work
How to Manage an Office
How to Return to Work
Published by How To Books Ltd, 3 Newtec Place, Magdalen
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