cover next page > title: author: publisher: isbn10 | asin: print isbn13: ebook isbn13: language: subject publication date: lcc: ddc: subject: cover next page > < previous page page_1 next page > Page 1 Writing Business Letters < previous page page_1 next page > < previous page page_2 next page > Page 2 How To Books are designed to help people achieve their goals. They are for everyone wishing to acquire new skills, develop self-reliance, or change their lives for the better. They are accessible, easy to read and easy to act on. 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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. < previous page page_4 next page > < previous page page_5 next page > 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 < previous page page_5 next page > < previous page page_6 next page > 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 < previous page page_6 next page > < previous page page_7 next page > 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