How to Write an Effective Business Letter in English

How to write an effective business letter in English. The following lesson introduces the way to write a business letter properly with useful examples and ESL image.

How to Write a Business Letter

Definition

  • Business letters are formal paper communications between, to or from businesses
  • Business letters are sometimes called “snail-mail” (in contrast to email which is faster).
  • Business letters includes: Letter, Memo, Fax, Email

Who write business letters?

Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient.

Some examples of senders and recipients:

  • business «» business
  • business «» consumer
  • job applicant «» company
  • citizen «» government official
  • employee «» employee
  • staff member «» staff member

Why write business letters?

  • To persuade
  • To inform
  • To request
  • To express thanks
  • To remind
  • To recommend
  • To apologize
  • To congratulate
  • To reject a proposal or offer
  • To introduce a person or policy
  • To invite or welcome
  • To follow up
  • To formalize decisions

Common Errors in Business Writing

Here are some common errors in business writing that you should notice:

1. Colloquialism 

Use of informal phrases in business writing is a major error.

Ex:

  • Mr.brown kicked the bucket on x day.
  • Mr. Brown died on x day.

2. Dated

Writing Dated on is incorrect but is used commonly.

For example: 

  •  Thank you for writing the letter dated on 17-March-2010.(Incorrect)
  •  Thank you for writing the letter dated   17-March-2010.     (correct)

3. Over and More Than

The word over is used for describing a physical position.

For example, The bridge led over the pond.

  • Wrong usage: Over 50 males participated in the race.
  • Correction: More than 50 males participated in the race.

4. Wordy Expressions

Using wordy expressions when a small one can do, is another common mistake

For example: 

  •   Due to the fact that she was attending the meeting…
  • Or Since she was attending the meeting…

5. Possessive form and contractions

The possessive form of it is often mixed with its contraction.

For example: 

  • When is our next meeting. Please confirm its date. ( Correct )
  • When is our next meetingPlease confirm it’s date. ( Incorrect  )

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Aung Pyae
Aung Pyae
2 years ago

I like that!!!

Hogr
Hogr
1 year ago

Keep it up 👍👍👍

Htar Zin Zin
Htar Zin Zin
1 year ago

I think I do shift my usage and informal words

Elenoa Dautei
Elenoa Dautei
1 year ago

Loved it, very informative and helpful.

SHEEBA K
SHEEBA K
10 months ago

Thank you very much for giving us such an valuable information.I’m working as HRE so that i can learn all these things.

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