Business Correspondence

There are many reasons for writing business letters. However, it's possible to single out the following (several) (main) types:

1) application letters;

2) inquiry letters; letters-offers;

3) letters-orders;

4) letters of complaint and claims;

5) replies to letters.

I. The application letters are written direct to the employer or to the labour exchange. Their main purpose is to introduce you, besides, they present your credo and create the impression of you. In most parts of the world, it's common to submit CV (curriculum vitae) or resume. This contains all the unchanging information about you: your education, background and work experience. This usually accompanies a letter of application.

II. When the customer wants to get some information about the goods he is interested in he usually sends an inquiry letter to the firm. An inquiry usually states the name of the goods and terms and conditions on which the Buyer would like to have the goods, such as: the quantity and quality of the goods, the model (trade mark), the price, terms of delivery and terms of payment.

One should refer to the source of information, formulate clearly the essence of the question, present his company and introduce himself in short.

On closing the letter it's better to express hope on fruitful and mutually beneficial cooperation.

III. Letters-orders ‑ are an integral part of business correspondence. These are letters about placement of orders for goods and technics, about presenting necessary information and so on.

On drawing up letters-orders, one should take into account that his tact and politeness may become determinant for future cooperation. Letters should correspond to the theme, be short and grounded.

IV. Letters of complaint and claims are written to notify the partner about some difficulties. They help to correct the situation. Most often they are preceded by telephone calls. The partners can try to solve the problem on the phone, but if they fail the letter of claim may be the most effective solution.

Claims usually arise from the delivery of wrong goods, damaged goods or not enough goods. Delay in delivery is another cause for complaints.

On drawing up a letter of claim one should clearly state the reason of damage caused and clearly formulate his claim.

It's of no use writing claims in dissatisfied and insulting tone. It would be much more useful to refer to the previous successful deliveries, good reputation of your partner and express hope for setting things right as soon as possible. When writing the letter we must be polite and restrained, and remember that we all make mistakes.

On the whole, when writing a business letter you should follow "Golden rules". The most essential of which is thinking about your reader:

‑ your reader must be able to see exactly what you mean: that's why your letters should be clear;

‑ your reader must be given all the necessary information: that's why your letters should be complete;

‑ your reader is probably a busy person with no time to waste: that's why your letters should be concise;

‑ your letters should be written in a sincere polite tone: they should be courteous;

‑ your letters should not be distracted by mistakes in grammar, punctuation or spelling: they should be correct.