DEVELOPING BUSINESS
ENGLISH & COMMUNICATION
by
Prof. Iqbal Khan
UNITAR Resource Person
2003-2004 and 2005 Fellowship Cycles
SURE Institute
Lahore, Pakistan
Taboos in Letter Writing Old Customs that have vanished
In earlier days letters ended thus “Your obedient servant”
“We beg to remain, Dear Sirs, faithfully yours”.
We herewith take the liberty of acknowledging your letter of recent date”
‘Attached hereto, you will please find same.
Thanking you very kindly, we beg to remain.
“In reply to your letter of the 21st Instant, we would wish to estate”
“Trusting you will be in a position to do same”
‘Your favor has duly come to hand, and we beg to advise’.
The underlined phrases are not the language of modern communication. They are obsolete
and because of their nature have become Taboos. They destroy rather then help the chances of
a Business letter. Can you image yourself talking the language of those gone by letters.
Furthermore it was also assumed as a good practice to follow the following rules: that you
may not begin a sentence with ‘and’ or ‘but’
a. There has never been a rule against it. Do it intelligently. You can shorten sentences.
They have importance for flow. Also use ‘Therefore’: “NEXT” to start a sentence.
This also helps in shortening sentences and is known as linking words.
b. This type of advise is misguided e.g., that you may not end your sentences with a
preposition.
c. That you may not repeat words. If you mention task forces reports don’t change to
‘studies’.
The Format of a Business Letter
CALIFORNIA STATE UNIVERSITY
Department of English School of Humanities and Fine Arts
Letter Head
Heading
July 1st, 2003
Mr. Saleem Elahi
Secretary
Inside Address
Punjab College of Art
Jail Road
Lahore
Dear Mr. Elahi
Body of the Letter
Salutation
Complimentary Close
Sincerely yours
Signature
Rehman Akhtar
Signature Identification
WW: ms
Encl.
Copy: Howard Brody
Mr. Rehman Akhtar
Professor of Business Communication
I.E.D. Block
A Business Letter in the Modified Block format. Shows parts of a letter and some auxiliaries.
Effective Letter Writing
Block
Letter Head
(Heading)
Date
Name & Title
Firm’s Name
Address
City, State
Salutation:
(Opening)
Body of Letter
Complementary Close
Writer’s Typed Signature
Writer Title
Initial
A Business letter has four principle parts: Heading, Opening, Body and Closing.
Salutations:
Dear Mr. Khan:
Dear Mrs. Khan
Dear Sir:
Dear Miss Khan
Gentlemen:
Dear Ms. Khan
Dear Messrs. Rahman and Rahim (formal)
Dear Prof. Abdullah
Dear Dr. Rustam: Dear Drs. Rustam
Modified Block with Block paragraphs
Letter Head
Date
(Heading)
Confidential
Name & Title
Firm’s Name
Address
City, State
Attention Line.
Salutation:
Subject or File Ref.
Body of Letter
Complementary Close
Company Name
Writer’s Typed Signature
Writer Title
Initial
The date line, complementary close, and signature
Enclosureblock line usually start at the centre of the page.
Mailing Instructions
Copy Notation
PS.
The Date Line, Complementary Close, and Signature block lines usually start at the centre of
the page.
Modified Block with indented paragraphs
Letter Head
Date
(Heading)
Confidential
Name & Title
Firm’s Name
Address
City, State
Attention Line.
Salutation:
Subject or File Ref.
Body of Letter
Complementary Close
Company Name
Writer’s Typed Signature
Writer Title
Initial
Enclosure
Mailing Instructions
Copy Notation
The standard paragraph indentation is five spaces from left margin.
Model Letter
Executive Style
Letter Head
Date
Salutation:
Body of Letter
Complementary Close
Writer Title
Name & Title
Firm’s Name
Address
City, State
Enclosure
The executive style is appropriate for personal and semi social business letters, such as letters
of appreciation, congratulations, condolences, informal Business initiations and responses to
type written business invitations. It can be a Block or indented style paragraphs.
Complementary closing
Conservative Business letters, Friendly
Very truly Yours, Sincerely Yours, Yours
Sincerely
Very formal
Respectfully yours,
Yours Respectfully
1. Modified Block Letter, with Mixed Punctuation
2. Inside Address
3. Salutation
To a Man
To a Woman
Dear Sir
Dear Madam
Gentlemen: Used for writing to a company, a box number, or any group.
Use the right salutation
“Dear Mr. (Last Name) (Maintaining Formality)
“Mr. Charles Robberts’ do not write
“Dear Mr. Charles
4. Complimentary Closing
Established friendly contact
Very sincerely yours,
Yours very sincerely
Sincerely yours,
Yours sincerely
Sincerely,
If you are personally acquainted with your reader or if you are extending an
invitation, you may use.
Very Cordially yours,
Cordially yours,
Cordially
Yours very Cordially
Yours Cordially
Signature
¾ It is appropriate for you to use only your name in the signature portion if
1. You are writing a personal business letter or
2. You are a correspondent for a very small firm
¾ Your business title or department
¾ The company name. If you type your letter on a printed letterhead, there is
usually no need to report the company name in the signature. The company
name should be typed however, if you use plain paper.
¾ Unmarried women usually sign their name without using Miss.
*The UN has recognized using Ms. for women as standard for married or unmarried women.
File reference
¾ Example of files reference.
¾ Example in a reply to a letter
File:
in reply refer
¾ Letter with auxiliary parts (Full-Block style, with mixed punctuation)
2. Mailing Directions
3. Attention line
4. Subject line
5. Signature parts
6. Enclosure notation
Styles of Business Letters
¾ Modified-Block Style
¾ Semi block style. Is the most popular
¾ Full block style. The full block style, sometimes called pure block style,
production rates are therefore boosted considerably.
The Memorandum
¾ Many businesses have full and half-size printed forms that are used for interoffice
communications.
¾ Personal titles are usually omitted from memo headings, but professional titles are
included.
¾ Use block style for the body, lining up the paragraph with the heading items.
Horizontal Heading
Memorandum
To
Subject
From
Date
Vertical Heading
Memorandum
To
From
Date
Subject.