Business Correspondence: Letters, Emails, and Resumes
Business Letter Structure
Left-aligned: Your Name and Address
Left-aligned: Recipient (e.g., The Production Manager, LG Ltd.)
Recipient’s Address (e.g., Brown Street, Singapore)
Optional (for internal memos): “Private and Confidential”
Right-aligned: Date (e.g., 1 January 2001)
Left-aligned: Salutation
- Dear Sir or Madam
- Dear Mr./Mrs./Miss [Last Name]
- Messrs (for multiple male recipients)
- Dr./Prof. [Last Name]
Left-aligned: Subject of Letter (e.g., Visit to Japan)
Body Paragraph(s): Use future tense constructions appropriately.
- “I hope to be…”
- “Would it be convenient to visit…?”
- “I would also be grateful if…”
- “We could meet to discuss…”
Closing: “I look forward to hearing from you.”
Complimentary Close:
- If you know the recipient’s name (e.g., Dear John): Yours sincerely,
- If you don’t know the recipient’s name (e.g., Dear Sir or Madam): Yours faithfully,
Signature (handwritten)
Printed Name and Job Title
Optional:
- c.c.: [Names of other recipients] (e.g., c.c. Solicitors) – Use when sending copies to others.
- Enc. or Encl.: Indicates enclosed documents.
Order Letter Example
Dear [Name],
Thank you for your inquiry regarding the printing of [product]. We offer worldwide delivery and efficient service. We are expanding our offices in [location], and we provide an unconditional guarantee on our products.
Please send us your catalog with prices, sizes, and colors for these items.
We enclose our latest summer catalog and price list. Thank you for your interest.
Yours sincerely,
Email Etiquette
- To: recipient@example.com
- Cc: ‘Carbon copies’ – email addresses for other recipients to receive copies.
- Bcc: ‘Blind carbon copies’ – like Cc, but other recipients are hidden.
- Subject: Clearly state the email’s content. If replying to an email (RE:), update the subject if the topic changes.
- Attachments: Send files (compress with WinZip if larger than 100KB).
Body:
- Dear Mr./Ms. [Last Name],
- Be concise and brief.
- Address any questions from the sender directly. For example, if they ask, “Could you tell me details of your distributors?” you might respond: “Our main distributor in Italy is…”
Closing:
- Yours faithfully (if you don’t know the recipient’s name)
- Yours sincerely/Regards/Best (if you know the recipient’s name)
Save a copy of sent emails.
Signature: Include your name, company, address, phone, fax, email, and website (optional) as a courtesy.
Job Application Letter
Dear Mr./Madam/Ms. [Last Name],
I would like to apply for the position of [Job Title]. I enclose a copy of my résumé, as requested.
As you can see from my résumé, I will graduate from [University Name] next February. Although my work experience is limited, I believe I have the necessary skills for the position of [Job Title].
(Optional paragraph to elaborate): I am extremely attracted by this opportunity and feel that I have already acquired some of the skills and awareness necessary to make an effective contribution to the company.
I am currently available for an interview and would welcome the opportunity to discuss the post in more detail. I look forward to hearing from you.
Yours sincerely,
[Your Signature]
[Your Typed Name]
Detailed Résumé Example
Employing Objective: Full-time position as [Job Title]
Education:
- 2008-2009: University Name
- 2007-2008: High School Name
Employment Experience:
- [Years]: Receptionist (including roles such as Sales Manager, Supervising Rentals)
Skills:
- Microsoft Office Expert
- Linux
- Adobe Components (Advanced/High Level)
Interests: Sports, etc.
References: Available on request.