Writing a business letter

Using the correct language and tone

Business letters ..I.. be written in a formal tone using business-like language. Although it ...II... be suitable to use a friendly and informal style for an office memo, you ..III.. remember that a business letter normally conveys information on a professional matter and the language used should reflect this. However, avoid using technical terms or jargon which may be unfamiliar or confusing to the reader.

Using correct spelling, punctuation and grammar

Using correct spelling is very important especially in regards to people’s names and any business or technical terms that you may be using. You can use the spell check facility in your word processing package or consult a dictionary before having someone review your letter.

Punctuation helps the reader understand your letter so it is important that you know how to use it correctly. You also need to be aware of where punctuation is used in a letter. For example, unless instructed otherwise, you should use the open punctuation style for correspondence. Open punctuation means that you do not use punctuation other than in the actual text. For example, the inside address would not have any punctuation. Open punctuation is often used in business correspondence to speed up the process of creating letters.

A simple grammatical error can easily make your letter look unprofessional. Make sure that you understand the basic rules of grammar.

If you are uncertain of the rules on punctuation or grammar then it would pay to consult an English language handbook or you could ask your supervisor.

Conveying the correct information

The purpose of a business letter is to convey specific information. Therefore, you must ensure that the correct details are provided. Any figures or financial information should be thoroughly checked before being reviewed by the person signing the letter.

Ensuring the correct enclosures are included

If the letter indicates that other documents will be enclosed then you must make sure that the correct documents are in fact enclosed.

Reviewing your

work Whenever you prepare a business letter, firstly prepare a draft copy which you have checked thoroughly. This draft copy should be presented for review. The review process may result in corrections or further information being added.

Make the appropriate changes and then present the letter again for another review. This process should be repeated, until the person signing the letter is satisfied that it correctly conveys their message.

Spacing

When you prepare your draft letter you should use one and a half or double spacing to allow the reviewer to easily make changes. The final letter can be prepared using single spacing unless your firm has other specific spacing requirements.

Filing business letters

You will need to take a photocopy of the final signed letter prior to sending it to the intended recipient(s).

(https://www.dlsweb.rmit.edu.au/toolbox/legal/OFFICE/T01/T01_A/T1_LCBK.html#language)

AUNT ACQUITTED IN NIECE’S HIT-AND-RUN DEATH

WEDNESDAY, JULY 8, 2015 BY TAMARA APARTON

San Francisco, CA − A woman charged with child endangerment after a hit-and-run driver fatally struck her 2-year-old niece as the family crossed against a traffic light was acquitted of all charges today, San Francisco Public Defender Jeff Adachi announced.

Jurors deliberated a day and a half before clearing Loyresha Gage, 26, of felony child endangerment resulting in death and misdemeanor child endangerment. Gage faced up to 10 years in state prison, said her attorney, Deputy Public Defender Kevin Mitchell.

The tragic incident occurred Aug. 15, 2014. Gage was caring for her sister’s 2-year-old twins. As the three left the Metreon after seeing the Teenage Mutant Ninja Turtles movie, Gage took a long-awaited call from a friend who had been a no-show to the planned movie date. ..I.. still on the phone, Gage attempted to navigate a crosswalk on Mission Street.

After waiting for traffic to clear, Gage and her niece, Mi’yana Gregory, stepped into the crosswalk. A little less than halfway across Mission Street,

Gage realized her nephew was still on the curb and panicked. As she sprinted back to pick him up, a sedan sped down Mission and fatally struck Mi’yana.

Gage was arrested Aug. 19 and police never found the hit-and-run driver.

Gage’s family did not want her prosecuted and attended the trial to support her. The prosecutor’s decision to charge Gage was extremely painful for her family, who were struggling to cope with losing Mi’yana, Mitchell said.

Adachi praised the jury’s decision.

“The decision to treat this tragic mistake like a crime only added to the pain and suffering Ms. Gage and her entire family experienced. Fortunately, her public defender worked hard to ensure her case was heard,” Adachi said.

(http://sfpublicdefender.org/news/2015/07/aunt-acquitted-in-nieces-hit-and-run-death/)

Writing a business letter

Using the correct language and tone

Business letters ..I.. be written in a formal tone using business-like language. Although it ...II... be suitable to use a friendly and informal style for an office memo, you ..III.. remember that a business letter normally conveys information on a professional matter and the language used should reflect this. However, avoid using technical terms or jargon which may be unfamiliar or confusing to the reader.

Using correct spelling, punctuation and grammar

Using correct spelling is very important especially in regards to people’s names and any business or technical terms that you may be using. You can use the spell check facility in your word processing package or consult a dictionary before having someone review your letter.

Punctuation helps the reader understand your letter so it is important that you know how to use it correctly. You also need to be aware of where punctuation is used in a letter. For example, unless instructed otherwise, you should use the open punctuation style for correspondence. Open punctuation means that you do not use punctuation other than in the actual text. For example, the inside address would not have any punctuation. Open punctuation is often used in business correspondence to speed up the process of creating letters.

A simple grammatical error can easily make your letter look unprofessional. Make sure that you understand the basic rules of grammar.

If you are uncertain of the rules on punctuation or grammar then it would pay to consult an English language handbook or you could ask your supervisor.

Conveying the correct information

The purpose of a business letter is to convey specific information. Therefore, you must ensure that the correct details are provided. Any figures or financial information should be thoroughly checked before being reviewed by the person signing the letter.

Ensuring the correct enclosures are included

If the letter indicates that other documents will be enclosed then you must make sure that the correct documents are in fact enclosed.

Reviewing your

work Whenever you prepare a business letter, firstly prepare a draft copy which you have checked thoroughly. This draft copy should be presented for review. The review process may result in corrections or further information being added.

Make the appropriate changes and then present the letter again for another review. This process should be repeated, until the person signing the letter is satisfied that it correctly conveys their message.

Spacing

When you prepare your draft letter you should use one and a half or double spacing to allow the reviewer to easily make changes. The final letter can be prepared using single spacing unless your firm has other specific spacing requirements.

Filing business letters

You will need to take a photocopy of the final signed letter prior to sending it to the intended recipient(s).

(https://www.dlsweb.rmit.edu.au/toolbox/legal/OFFICE/T01/T01_A/T1_LCBK.html#language)

AUNT ACQUITTED IN NIECE’S HIT-AND-RUN DEATH

WEDNESDAY, JULY 8, 2015 BY TAMARA APARTON

San Francisco, CA − A woman charged with child endangerment after a hit-and-run driver fatally struck her 2-year-old niece as the family crossed against a traffic light was acquitted of all charges today, San Francisco Public Defender Jeff Adachi announced.

Jurors deliberated a day and a half before clearing Loyresha Gage, 26, of felony child endangerment resulting in death and misdemeanor child endangerment. Gage faced up to 10 years in state prison, said her attorney, Deputy Public Defender Kevin Mitchell.

The tragic incident occurred Aug. 15, 2014. Gage was caring for her sister’s 2-year-old twins. As the three left the Metreon after seeing the Teenage Mutant Ninja Turtles movie, Gage took a long-awaited call from a friend who had been a no-show to the planned movie date. ..I.. still on the phone, Gage attempted to navigate a crosswalk on Mission Street.

After waiting for traffic to clear, Gage and her niece, Mi’yana Gregory, stepped into the crosswalk. A little less than halfway across Mission Street,

Gage realized her nephew was still on the curb and panicked. As she sprinted back to pick him up, a sedan sped down Mission and fatally struck Mi’yana.

Gage was arrested Aug. 19 and police never found the hit-and-run driver.

Gage’s family did not want her prosecuted and attended the trial to support her. The prosecutor’s decision to charge Gage was extremely painful for her family, who were struggling to cope with losing Mi’yana, Mitchell said.

Adachi praised the jury’s decision.

“The decision to treat this tragic mistake like a crime only added to the pain and suffering Ms. Gage and her entire family experienced. Fortunately, her public defender worked hard to ensure her case was heard,” Adachi said.

(http://sfpublicdefender.org/news/2015/07/aunt-acquitted-in-nieces-hit-and-run-death/)

Writing a business letter

Using the correct language and tone

Business letters ..I.. be written in a formal tone using business-like language. Although it ...II... be suitable to use a friendly and informal style for an office memo, you ..III.. remember that a business letter normally conveys information on a professional matter and the language used should reflect this. However, avoid using technical terms or jargon which may be unfamiliar or confusing to the reader.

Using correct spelling, punctuation and grammar

Using correct spelling is very important especially in regards to people’s names and any business or technical terms that you may be using. You can use the spell check facility in your word processing package or consult a dictionary before having someone review your letter.

Punctuation helps the reader understand your letter so it is important that you know how to use it correctly. You also need to be aware of where punctuation is used in a letter. For example, unless instructed otherwise, you should use the open punctuation style for correspondence. Open punctuation means that you do not use punctuation other than in the actual text. For example, the inside address would not have any punctuation. Open punctuation is often used in business correspondence to speed up the process of creating letters.

A simple grammatical error can easily make your letter look unprofessional. Make sure that you understand the basic rules of grammar.

If you are uncertain of the rules on punctuation or grammar then it would pay to consult an English language handbook or you could ask your supervisor.

Conveying the correct information

The purpose of a business letter is to convey specific information. Therefore, you must ensure that the correct details are provided. Any figures or financial information should be thoroughly checked before being reviewed by the person signing the letter.

Ensuring the correct enclosures are included

If the letter indicates that other documents will be enclosed then you must make sure that the correct documents are in fact enclosed.

Reviewing your

work Whenever you prepare a business letter, firstly prepare a draft copy which you have checked thoroughly. This draft copy should be presented for review. The review process may result in corrections or further information being added.

Make the appropriate changes and then present the letter again for another review. This process should be repeated, until the person signing the letter is satisfied that it correctly conveys their message.

Spacing

When you prepare your draft letter you should use one and a half or double spacing to allow the reviewer to easily make changes. The final letter can be prepared using single spacing unless your firm has other specific spacing requirements.

Filing business letters

You will need to take a photocopy of the final signed letter prior to sending it to the intended recipient(s).

(https://www.dlsweb.rmit.edu.au/toolbox/legal/OFFICE/T01/T01_A/T1_LCBK.html#language)