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Business Correspondence Style and Format: Theoretical & Applied Science September 2015
Business Correspondence Style and Format: Theoretical & Applied Science September 2015
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man, if these major principles of writing are followed language means. Together with objective character
[5]. and credibility of information they are the main
requirements of this style. Official written documents
2. Style in Business Correspondence cannot contain subjective opinion and emotional
The official business style is not homogeneous words. For formal business way of communication it
by its nature. It can be related to commercial, legal, is typical to use impersonal address, because the
administrative, international and social relations. statement is usually made on behalf of an
Business speech functions in areas of production, organization or officials. Regulation of relations and
trade, management, law, politics, social activity and communication according to strictly defined
international relations. Official business style can standards resulted in the emergence of standardized
exist in written (business correspondence, legal texts, formal speech and business style [5].
paperwork etc.) or oral forms (meetings,
negotiations, interviews, presentations, speeches 3. Language and Grammar Peculiarities
etc.). There are some other features of business
The formal business style can be subdivided language concerning language and grammar usage.
into some so-called sub-styles, including legislative, Complex sentences, joined by conjunctions, rather
diplomatic, administrative-clerical. It is quite natural than short sentences, are characteristic for formal
that all above mentioned sub-styles have their business style. Simple but polite style is preferable
specific features, communicative forms and language without unnecessary wordiness, familiarity or slang.
clichés. The specific character of formal business Another important characteristic feature of
communicative activity and conveyed information business correspondence is the usage of passive
require specific structure of business texts. Formal forms when the doer of the action is insignificant. If
business texts should have clear and unambiguous it is not necessary to show the performer of the
structure [8]. The paragraphs of business letters tend action, we can leave the reader unaware.
to be short, some only a sentence long. Business Your enquiry is being dealt with.
letters are not read the same way as articles, reports, The order has been confirmed.
or other literature for detailed information or In the passive sentence, the grammatical subject
analysis. Thus, paragraphs over ten lines in business receives the focus.
correspondence which require much concentration The decision was taken by the committee.
may not be read carefully or read at all. The visiting delegation was met by the vice
To enable the recipient to read the letters more president.
rapidly and to comprehend and remember the When we use the passive we can hide the
important facts or ideas, should be used relatively subject or report unconfirmed, speculative
short paragraphs of between three and eight lines information.
long. In business letters, paragraphs that are made up The shipment may be delayed.
of only a single sentence are common and perfectly The full conference programme has not yet been
acceptable [12; 16]. The general recommendation is printed.
to analyse the purpose, content, or function of each But, still usage of active forms is acceptable
paragraph of a letters. Any paragraph that covers and conventional in business correspondence. Firstly,
more than one thing should be rearranged and split it it is easier to read such type of sentence and
into two paragraphs. If you discover two short secondly, these sentences take less words, thus
separate paragraphs that do the same thing, consider reading takes less time.
joining them into one. One more thing to be remembered is that the
Each different segment of the discussion – each verb must always agree with subject. No matter how
different topic of the letter – should be placed in its many words separate the subject and the verb, make
own paragraph. Strategically important information sure they agree. Moreover compound subjects always
should receive special emphasis in business letters. take a plural verb (e.g. The contract and financial
Information in the first and last lines of paragraphs is statement are authorized by our CEO).
read and remembered better. Information given in the When an indefinite pronoun is used as the
middle of long paragraphs is easily overlooked or subject of a sentence, it is sometimes difficult to tell
forgotten altogether. Therefore, important whether the pronoun is singular or plural. Some take
information should be placed in rather noticeable a singular verb while others take a plural verb.
positions. Less significant or positive information These indefinite pronouns take a singular verb:
should appear in less visible points in the business anybody, anyone, each, either, everybody,
letters. If some unfavorable or negative things are to everyone, neither, no one, one, somebody,
be said, a good and acceptable strategy is place them someone.
in areas of less emphasis. These indefinite pronouns take a plural verb:
Formal business style is characterized by few, many, several.
conciseness, laconism and economical use of
ISPC Modern research and development,
Philadelphia, USA 84
ISRA (India) = 1.344 SIS (USA) = 0.912 ICV (Poland) = 6.630
ISI (Dubai, UAE) = 0.829 РИНЦ (Russia) = 0.179
Impact Factor: GIF (Australia) = 0.356 ESJI (KZ) = 1.042
JIF = 1.500 SJIF (Morocco) = 2.031
With the following indefinite pronouns one Formal widely used abbreviations:
must judge from the context of the sentence whether ASAP – as soon as possible
to use a singular or plural verb: attn – attention: to show that a letter is for the
all, any, most, none, some. attention of a particular person
Cf. All of the employees are professional. cc – used on a business letter or e-mail to
All of the money is invested. indicate that a copy of a given letter is being sent to
Cf. None of the orders were processed. the person mentioned
None of the ledger was saved. c/o or c/- – care of: used in the address on a
Other universal recommendations to follow letter or parcel that you are sending to someone at
while writing business letters: avoid using dangling, another person’s house
unclear modifiers, avoid split infinitives, avoid using encl. – enclosed or enclosure: used at the top or
clichés and jargon [1, 35-37]. On the whole, it is bottom of a letter to show that an attachment has
better to avoid using colloquial language or slang not been included in the letter
to sound too familiar and impolite. It is important to ETA – estimated time of arrival
get the right tone in the letter. This means that, FAO – for the attention of: written in front of
generally speaking, the writer should aim for a someone’s name on a document, letter, or envelope
neutral tone, avoiding the pompous language on the to show that it is intended for them
one hand and language which is too informal on the FYI – for your information: written on a
other. business letter or e-mail to show that it is being sent
Pompous, officious-sounding words should be to someone for their information only; they are not
avoided as well as slang and colloquial phrases. expected to reply or take any action
Therefore, watch out for puffed-up, important- pp – on behalf of: written in front of someone’s
sounding language [2; 15, 465-470] in business name when you are signing a letter for them
letters like: PTO – please turn over: used at the bottom of a
aforesaid – named, mentioned above page to indicate that there is a second page (informal)
arrived enclosed – enclosed with RE – used in business letters to introduce their
as to whether – whether subject matter
due to the fact that – because ref. – reference: used in a business letter when
in regard to – concerning you are giving the numbers and letters that show
thereafter – after that exactly which document or piece of information you
Furthermore, choosing positive language will are writing about
make our letter well-turned. Business writers and RSVP – used on written invitations to ask the
speakers recognize that positive, optimistic people invited person to confirm their attendance
are more open to new ideas and change, than are TBA – to be announced
discouraged, unenthusiastic people. Therefore, such TBD – to be determined
communicators have no opportunity to accentuate the Other often used abbreviations in business
positive. Find positive ways to express bad news in letters:
your business letters. Often, business letters must a/c – account
give bad news which should be conveyed in a tactful appar. – apparently
way. Doing so reduces the chances that business c. or ca. – approximately, about (Latin circa)
relations with the recipient of the bad news will end. cf. – compare (Latin confer)
If you have bad news for someone, you need not spill comm. – commerce
all of it in the first sentence. Thus, negative phrasing Corp. – Corporation
should be avoided in business letters. To convey bad dt – date
news positively some words are better avoided (e.g. e.g. – for example (Latin exampli gratia)
cannot, forbid, fail, impossible, refuse, prohibit, et al. – and other people (Latin et alii)
restrict, deny, etc.). For the above mentioned etc. – and so forth (Latin et cetra)
reasons, we should pay attention not only to the ibid. – in the same book, chapter, (Latin
formality in the letter, but also on aspects which have ibidem)
some emotional influence on the reader i.e. – in other words (Latin id est)
Abbreviations in Business Correspondence Ltd. – Limited
In business correspondence a number of nb. – nota bene
abbreviations are used, some of which are only NOO – not on original
suitable for informal communication, some even for p. a. – a year, each year (Latin per annum)
electronic communication only (e.g. emoticons). In p. a. – per head (Latin per capita)
formal business letters, a clear, formal writing style P&P – postage and packing
should be used; however, there exist some instances pdd – probable date of delivery
in which the use of abbreviations is appropriate to PIN – postal index number or Personal
save both space and time [13; 15]. Identification Number
ISPC Modern research and development,
Philadelphia, USA 85
ISRA (India) = 1.344 SIS (USA) = 0.912 ICV (Poland) = 6.630
ISI (Dubai, UAE) = 0.829 РИНЦ (Russia) = 0.179
Impact Factor: GIF (Australia) = 0.356 ESJI (KZ) = 1.042
JIF = 1.500 SJIF (Morocco) = 2.031
SAE – stamped (self-) addressed envelope announces the main business of the letter. If you are
vs – against (Latin versus) responding to a letter, identify that letter by its
ZIP (code) – Zone Improvement Plan subject and date in the first paragraph or sentence.
(used in US addresses after the state designation With reference to your advertisement in the
to assure delivery) Times,
With reference to your letter of 23rdMarch,
4. Components and Structure of Business With reference to your phone call today,
Letters Thank you for your letter of March 5th.
Any standard business letter has certain The body of the letter contains the actual
common components and formulas which are message with details about what you would like to
recognized and handled accordingly. The number of accomplish. This section of a business letter is
components may vary significantly depending on the extremely important. This is where you achieve your
aim of the business letter [3; 7; 11; 15]. A basic goals in writing a business letter [1, 35-37].
business letter is composed in three steps: Therefore, state the main business, purpose or subject
introduction, body of the letter and end remarks. matter right away. Let the reader know from the very
The introduction block states the reason for first sentence what your letter is about using the
writing the letter. The introduction helps the reader following phrases.
understand in which context the letter should be I am writing to inquire about …
considered. Possibilities include inquiries, demands, The reason I am writing is to confirm …
business offers, instructions for personnel, business I would like to comment on ...
requests, complaints, job inquires and more. I should apologize for …
Introduction includes heading, inside address, Remember that when business people open a
salutation and subject or reference line. letter, their first concern is to know what the letter is
The heading contains the writer's address and about, what its purpose is, and why they must spend
the date of the letter. If letterhead stationery is used their time reading it. Therefore, avoid round-about
the writer's name is not included and only a date is beginnings. In the first sentence of any main body
needed in a heading. paragraph of a business letter, try to locate a word or
The inside address shows the name and address phrase that indicates the topic of that paragraph.
of the recipient of the letter. This information helps To make sure the main points are done clearly,
prevent confusion. Also, if the recipient has moved, fully and in a logical sequence it is advisable to
the inside address helps to determine what to do with priorities the arguments and facts, use conjunctions
the letter. In the inside address, include the and link words for cohesion, itemize using lists
appropriate title of respect of the recipient; and copy whenever possible in a business letter. Listing
the name of the company exactly as that company spreads out the text of the letter, making it easier to
writes it. pick up the important points rapidly. Lists can be
Another significant issue is salutation in handled in several ways using bullet points or other
business letters. When you do have the names of indicators. The link words are used to signal the kind
individuals, remember to address them appropriately: of connection there is between one statement and
Mrs., Ms., Mr., Dr., and so on. The salutation, the another. To express contrast, result, emphasis, extra
addressee’s name, is followed by a colon. If you information, sequencing in time can be used the
don't know whether the recipient is a man or woman, following phrases:
traditionally you write "Dear Sir" or "Dear Sirs". otherwise, apart from that, accordingly, whereas,
More recently, however, salutations such as "Dear hence, furthermore, moreover, besides; in
Sir or Madame," "Dear Ladies and Gentlemen" or addition, thus, consequently, as a consequence,
"Dear Friends" have been recommended. Notice that therefore, on the contrary, however, still, in spite
in the simplified letter format, the salutation line is of, despite, nevertheless, while, firstly, secondly,
eliminated altogether. Deleting the salutation line next, lastly,
altogether or inserting "To Whom It May Concern" in to begin with, I should inform you….
its place, however, is not always a good solution, it's in the beginning…, at the outset…...
quite impersonal. on the one hand…, on the other hand
It is advisable to get a person's name within the to outline, to emphasize, to focus on, to highlight.
organization, make a quick, anonymous phone call to Conclusion contains information about intended
get a name. Otherwise it is possible to address the next steps and actions – what you would like to
salutation to a department name, committee name, or happen in the future. The writer should provide a call
a position name: "Dear Customer Relations for future action. This can be a chance to talk in
Department," "Dear Recruitment Committee," "Dear person, a follow-up letter or more. It's important to
Chairperson," "Dear Finance Director". make it clear that you would expect the next step
The subject or reference line may replace the from the person reading your business letter.
salutation or be included into it. The subject line
ISPC Modern research and development,
Philadelphia, USA 86
ISRA (India) = 1.344 SIS (USA) = 0.912 ICV (Poland) = 6.630
ISI (Dubai, UAE) = 0.829 РИНЦ (Russia) = 0.179
Impact Factor: GIF (Australia) = 0.356 ESJI (KZ) = 1.042
JIF = 1.500 SJIF (Morocco) = 2.031
Give your business letter an ‘action ending’ The format of a piece of writing is the way it is
whenever appropriate. An ‘action-ending’ makes organised and arranged. The format used for a letter
clear what the writer of the letter expects the is typically determined by the person writing the
recipient to do and when. Ineffective conclusions to letter. Sometimes a company will have a house style
business letters often end with rather limp, for a format in which letters must be written, but
noncommittal statements such as ‘Hope to hear from typically the writer must choose the format [6; 11].
you soon’. Instead, or in addition, specify the action The standard formats used for most business
the recipient should take and the schedule for that letters written today are: the block, semi-block, and
action. indented letter formats [15, 31]. These three formats
At the end of a body section come closing can all be used effectively for writing any business
remarks and reference to future contact: letter.
Thank you for your help. Block
Please contact us again if you have any The block format is sometimes called ‘complete
questions block’ or ‘full block’. In this format, all the lines of
Please contact us if there are any problems. the letter, from the dateline to the last notation, are
Let me know if I can be of any further flush with the left margin. Paragraphs are not
assistance. indented but rather begin flush with the left margin.
I look forward to hearing from you soon. Single-spacing is used within the paragraphs, and
I look forward to meeting you next Tuesday. double-spacing between the structure parts of the
After the body paragraphs come end remarks letter.
including complimentary close, signature block, end The salutation should be typed two lines below
notations (enclosures or copies). the inside address or attention line if there is one. If
The complimentary close is the phrase used there is a subject line, it is typed two lines above or
after the body of the letter. There are three types of below the salutation. The body of the letter begins
complimentary close: formal, standard and informal. two lines below the salutation or subject line if there
The following phrases can be used with any type of is one. Two lines below the last line of the letter, the
complimentary close: complimentary close is typed. The signature block is
Sincerely, Sincerely yours, Yours sincerely, typed four lines below the complimentary close. An
In addition, for formal complimentary close are used: identification line is typed two lines below the
Respectfully, Respectfully yours, signature block. All other notations (e.g., enclosure,
For informal complimentary close are appropriate: distribution) are typed two lines below the
Yours truly, Cordially, identification line.
Notice that only the first letter is capitalized, and it is Semi-block
always followed by a comma. The semi-block format, sometimes called
Signature block. Usually, the writer’s name is ‘modified block’. This format differs from the block
typed four lines below the complimentary close, and in the position of the dateline (and reference line if
signed in between. If the writer is a woman and there is one) and the complimentary close and
wants to make her marital status clear, Miss, Ms., or signature block. The dateline is usually aligned with
Mrs. are used in parentheses before the typed version the right margin, although sometimes it is centered in
of the first name. Whenever possible, the title or the relation to the printed letterhead if this presents a
name of the position held should be included just more balanced look. The complimentary close and
below the name. signature block can correctly be placed in any of
Just below the signature block are often several several locations. Paragraphs are not indented. The
abbreviations or phrases that have important spacing of various parts of the semi-block format
functions and are called end notations (enclosures or letter is the same as for the full block format.
copies). The semi-block format is widely used because
Enclosures. To make sure that the recipient of the balanced look it gives to a letter. Since
knows that items accompany the letter are in the everything is flush with the left margin in the full
same envelope, such indications as Enclosure, Encl., block format, it almost appears as if the letter might
Enclosures (2) are used. tip over to the left. In the semi-block format, since
Copies. If copies of a letter are sent to others, the date, complimentary close, and signature block
this fact is indicated among the end notations also. If, are toward the right, the letter is balanced in place
for example, a copy is sent to a lawyer, write and not tipped to either side.
something like this: cc: Mr. Raymond Mason, Indented format
Attorney. It should be noted that ‘cc:’ is not The person writing the letter may choose also
capitalized and is always followed by a colon. indented format. In that case all the paragraphs are
indented. In the indented format letter, as in the
5. Formats for Letter Writing previous formats, various parts begin at the left
margin, except for the date and the complimentary paragraphs of business letters tend to be short, some
close and the signature. only a sentence long.
There are some other features of business
6. Conclusion correspondence concerning language and grammar:
Business correspondence is indispensable part wide usage of passive forms, complex sentences,
of business communication. To write an effective rather than short sentences. Simple but professional
and successful business letters, arguing and language is preferable without unnecessary
achieving the business objective, it is essential to wordiness, familiarity or slang.
comprehend the whole range of such things as: The number of standard business letter
occasions on which the particular letter is written, the components may vary significantly depending on the
style of letter, useful and accepted expressions. aim and situation of business communication and
The major features of business language are: usually includes heading, inside address, salutation
conciseness, laconism, specific terminology, and subject or reference line, the body or main part
objective character. Each type of business letter has of any business letter, complimentary close,
its own standard phrases and clichés. By using these signature block, end notations.
standard phrases, it is possible to give a professional The business letters can be arranged in the
tone to business letters, effectively reveal the content block, semi-block, and indented letter formats used
of the message and achieve business aims. The for most business correspondence.
References: