Specifics for Letters

These notes deal with generalities - examples are linked at appropriate places. All the notes will be illustrated somewhere in the examples even if not specificaly referred to as a link. I do not propose one specific way of doing anything - rather, I give you suggestions and leave you to make up your own mind as to the best way to write.

General Format

The format of letters appears to have gone full circle. In the old days, you would draft a letter in a standard format and send it to the typing pool from whence it would eventually be returned, complete with an addressed envelope, and a number of specified copies on different coloured paper. With the advent of repetitive strain injury, many organisations opted for simplified typing - where everything was aligned to the left margin, paragraphs were not indented, and standard abbreviations lost their full stops.

Lt. Cdr. G.Cutts, B.A., P.G.C.E., R.A.N.,	became	LCDR G Cutts BA PGCE RAN
	a saving of some 16 keystrokes!

Computers have certainly changed the first two of these, because centering headings is no longer a time consuming task, nor is indenting paragraphs, drawing tables etc etc. So, whereas, the general format and layout was stylised, and books would recommend the block format, or the semi-block, and so on, you can now feel free to express your personality - or your company's - in the way you write.

Letterhead and address blocks

Once upon a time, companies designed letterheads and had a stack of them printed. Now, you can design a letterhead on your computer and save it as a template. Most include a logo and address details, including email and Web page - whatever it includes, I suggest not too much and well spaced so that the contents are clear. Sometimes the letterhead is down the left or right side of the template - make sure it does not detract from the subsequent content.

The need for putting the addressee's name and address at the top of a letter is, I suggest, merely a hangover from the bad old days - you used to put it there so that the typing pool could do an envelope at the same time as they typed the letter. Some people argue that it is there so that the reader will know if she is the one supposed to be receiving the letter - perhaps someone put it in the wrong envelope? I sugest it is no longer necessary and takes up too much space and time, for no real purpose?

Date and any relevant reference numbers go at the beginning.

Salutation and subject line

I know many people who spend more time over the worrying question of salutation and complimentary close than they do over the content! Will we put Dear Sir, Dear Sir/Madam, Dear Manager, and how will we end - Yours faithfully, Yours sincerely, Yours ever? I know one person who always begins his letters with Good morning, Mr Cutts - but I don't like that style.

All the pain of these worries is taken away by using a subject line with no salutation, and ending simply with your signature. A salutation can be reserved for those cases where you know the name of the person who will be attending to your letter, or perhaps where you want a personal touch because you are asking for something. I suggest you should never address an anonymous Sir or Madam.

Always find out the name of the person responsible if you wish to address her or him personally - the receptionist will usually be able to tell you if it is not on a letter from them already. However, a simple subject heading is much easier for a standard letter.

The Body

Remember what was said at the beginning about an introduction, body and conclusion? State the facts or circumstances, follow a logical procedure, and sum up with the information or action you require. People are busy and do not have time to wade through a mass of irrelevant material - in fact, in some cases, they will only read the introduction and conclusion. If what is required is not then evident, your letter will go into the too hard or pending basket.

Whether or not you number your paragraphs will depend on the complexity of the matter and its length. If someone is going to have to refer to specific paragraphs, either to resolve the matter or to reply to you, then you should number them. The majority of business letters are short and simple enough not to require numbering, and you never number paragraphs in a letter requiring a personal touch.

The Close

We have already discussed the need or otherwise for a complimentary close. Traditionally, Yours faithully has followed Dear Sir, and Yours sincerely has followed an address to a specific person, but the format is flexible - unless you are addressing a known traditionalist! There is a trend to make all business letters personal -

Dear Geoff,

Hope this letter finds you in good health etc etc

.............

.............

I do so look forward to hearing from you in future and hope we can ......

Yours in Catering,

I prefer a subject heading, straightforward text and a signature unless the person is known to me and we have corresponded at that level. Otherwise, it has the reverse effect and brings the word insincere to mind!

Bring the letter to a business like and professional ending, then sign it and print your name and position [if relevant] underneath.

Continuing pages

If there is more than one page to your letter, a good idea is to number them to show the total, eg, page 1 of 3 pages. Headers and footers are also useful in this regard, not just as automatic numbering devices, but as allowing you to put, for example, your name at the top of every page, the company name at the bottom. Consider that the recipient will be less than careful with your missive, and ensure that if it gets dropped in a strong wind, someone will be able to reassemble it with no difficulty!

Enclosures

Anything attached to a letter should be clearly identified on every page as being part of that letter. Some people use the term enclosures, others use annexes, or appendixes - often an annex is something complete unto itself, eg, a copy of a letter, whereas an appendix requires something else to give it meaning, eg, a photograph, and is usually attached to an annex. But it doesn't really matter what you call them unless your company has a style guide telling you how to do it. Just make sure that the identification is clearly marked on every page.

List your enclosures at the foot of the letter by number and name - that way, the reader will know what to expect and can check if anything has been misplaced

 Types

There are many types of business letter and each requires careful consideration.

1. inquiry & request
2. response to above
3. customer relations
4. good news
5. bad news
6. thank you
7. complaints and responses
8. collection letters - four levels
   • standard friendly reminder
   • more forceful, state action required
   • surprise at lack of action
   • forceful but avoid threats

References

Go to Letters and reports opening page

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