How to write a formal or business letter What is it? – m ostly used for external written business communication – c ompany-specific layout (often full block form, i.e. all lines starting at the left-hand margin) – w ell-structured into paragraphs What language to use? – formal openings and closes – salutation lines and complimentary close – no contracted forms such as I’d, I can’t … – avoid long and complicated sentences A business letter usually consists of several parts. Identify these parts in the letter below. There is one extra item that you should not use. 15 attention line body complimentary close date distribution notation position in the company postscript salutation subject line reference line inside address enclosure notation letterhead name and signature ASE Transfers, Thalang District, Phuket 83110 tel: +66 (0)8966 56730 www.ase-transfers.com | email: info@ase-transfers.com UK Travel Centre LTD. 52 Warwick Street LONDON, W1B 5AW United Kingdom Your ref: DJ/am Our ref: TH/wc 21 February 20__ Attention: Ms Jenkins Your enquiry regarding airport transfers in Phuket Dear Ms Jenkins Many thanks for your letter of 15 February, in which you ask for information about our airport transfer services. We are pleased to send you our latest catalogue containing comprehensive details of our routes and the entire fleet. Our price list and booking terms are enclosed. We would like to inform you that starting from now, we also guarantee first-class transfers from the beachfront resorts at Promthep Cape to the International Airport and vice versa. Please note that at least 12 hours prior notice is required for this route. We look forward to hearing from you. Yours sincerely Achara Saeli Sales Manager Enc. catalogue and price list cc: B. Duncan, Sales Co-ordinator letterhead Introduction: state the main point(s); keep it short and to the point Close: restate the main point(s) if necessary; if you can, include a call to action Body (one or more paragraphs): explain the importance of the main point by providing persuasive reasoning. You can use facts and data to support your claim. Continue to provide background information to back up your reasons. 148 B Business communication Nur zu Prüfzwecken – Eigentum des Verlags öbv
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