Features of Business English Letters

Here are some features of a US-style business letter.

The Letterhead

The reader knows who a business letter is from the letterhead. The letterhead contains the name of the organization and its address, telephone number, and email address. . 

The Greeting
Greetings in business letters may vary according to circumstances. Use the personal name of the addressee only when the writer knows the addressee (to whom the letter is written). 

5 Opening Lines

• We need an opening line in a business letter or professional email:
• to make reference to previous correspondence; to say how we found the recipient’s name/address; to say why we are writing to the recipient.
• With reference to your letter of 8 June, I … .
• I am writing to enquire about … .
• After having seen your advertisement in … , I would like … .
• After having received your address from … , I … .

The Reference

Why are you writing? Reference a specific conversation or other contact you have had with the addressee. If this is the first letter in a conversation, you can also provide the reason for writing.

The Language

Business documents need to have at least three (3) elements: clear, brief, and easy to understand. Eliminate unnecessary words. Remove any business jargon and replace it with simpler words.  

The Body or Message

Business letter writers should attempt to use everyday language as
far as is possible except for technical terms essential
in specific trades, industries or professions. Choose appropriate language according to your audience.

5 Closing Lines

• We need a closing line in a business letter or email:
• to make a reference to a future event; to repeat an apology; to offer help
• If you require any further information, feel free to contact me.
• I look forward to your reply.
• I look forward to hearing from you.
• I look forward to seeing you.

The Closing Expression

End a business letter in a formal or familiar manner appropriate for the situation.

US-style business letters are normally closed with simply "Sincerely." 

Conclusion

Writing a business letter is a lost art in a world of instant messaging and emails. 

However, those who can write a business letter are valued for their flair in writing. 

We continue our series about writing solid business letters in our next article about the appearance of the letter. 
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