Content and Style of Business Letters

The style of writing is changing rapidly. Every year it gets simpler and less formal. Business correspondents prefer simple English to express what they want to say as effectively as possible. Time is more precious than ever to a busy executive and he does not want to have to read a lot of unnecessary words. But the writer of a business letter must create a good impression, so few words to promote a feeling of friendship and good will are not wasted. However, compliments must not be exaggerated as they may produce the opposite effect and the reader may feel that the writer is being insincere.

The following points should be remembered when writing a business letter in English:

1. make a new paragraph for a new subject;

2. say what you want to say in the simplest, clearest way;

3. do not sell aggressively;

4. do not exaggerate compliments;

5. remember that real feelings will have more effect than pretended ones.

Of course, business letters vary according to the type of the letter, the writer’s own style and the information he/she requires, but the letter could be varied to fit most common situations.

It is important to try to get the right “tone” in the letter i.e. neutral tone, avoiding pompous language on the one hand and informal or colloquial language on the other hand.

Your correspondent (especially non-native speaker of English) must be able to understand what you have written.

Abbreviations can be useful because they are quick to write and easy to read. But both parties need to know what the abbreviations stand for.

If there is a possibility of confusion, write out the expression in both figures and words, e.g. £10, 575. 90 (ten thousand five hundred and seventy five pounds, ninety pence).

Spelling, punctuation, and grammar should all be checked carefully.

Careless mistakes in a letter can create a bad impression.

Accuracy is important. Pay special attention to titles, names and addresses, references, prices and specifications, enclosures.

Foreign learners of English commercial correspondence should beware of drawing a sharp distinction between British and American styles. The fact of the matter is that the similarities are more striking than the differences, and the differences between British and American English in general are fewer and less important now than they were, say, fifteen or twenty years ago. For correspondence purposes it is quite enough to be familiar with one particular layout and one particular set of conventions, since Americans have no difficulty in understanding British business letters, and vice versa. Another point to bear in mind is the fact that the majority of business letters today are written, not by Americans or British people, but by individuals and firms using English as a foreign language. This is another factor which has caused the two styles to merge to a very considerable extent, and provided you follow the advice, your letters will conform to modern business practice.