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Always look at your audience when you prepare a business letter. Do not say anything in a letter you would not say with the person in one face to face to face, and do not write what you do not writing, what you or your company could embarrass, you or your company commit to something That you could not be able to fulfill in the future or to be used against you (or your company). Explain technical terms and procedures that the recipient may not understand or know, but only providing as much information as the person is useful. Whether you write to your immediate superior, an officer of the company for which you work or a revered staff, be respectful and professional.
The first item indicates the recipient what your letter points to the following:
with reference to your classified advertising in ...
with reference to your letter from 19 th June ...
with respect to our telephone conversation yesterday afternoon ...
This element is important as the beginning, as several days (or weeks) before your letter can be delivered, and it offers the recipient's context of your letter or refreshes his mind.
Next, enter your reason for writing:
I write to inquire about your offer ...
I write to confirm the delivery of ...
If you want to ask something, be specific and humble:
could you extend my deadline ...?
I would be grateful if you could send me a review copy of your new video.
If you agree to a request, be specific and gracious:
I would be glad to talk to your organization ...to speak
If you need to reject, be grateful:
Thank you for the invitation to speak, but ...
"bad news" letters are among the most difficult to write, and it is important that you use the right sound:
unfortunately I am the carrier of the sad news ...
I'm afraid that my messages are not good.
If you write with the Re: Re: line on your letter to someone is also appropriate.
with given information is required:
I go my bill which details ...
Please find a copy of your letter at ...
It is appropriate in your final remakes:
Thank you in advance for your help with ...
If I can offer more information, please do not hesitate ...
I hope this information help you ...
If you expect the recipient to initiate the next contact, so say:
I'm looking forward to hearing from you soon ...
I'm looking forward to our meeting next week ...
I'm looking forward to seeing you next Friday.
Read your letter again, check for typographic errors, incorrectly written words, grammatical problems and for elements or information that you have fired. If you have used the spell checking software of your computer (as you should), you are sure to search for renounced words (especially grammatical elements) and typographic or spelling errors that have led to a legitimate but wrong, word.
Here is an example an example of business request letter:
And here additional templates are to lead your business letter letter:
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