Professional Documents
Culture Documents
or may refer to the filing system that enables tracing a letter (or a number of letters in
the correspondence file)
The letterhead
Information about the sender:
the logo
the companys name and status
its address
telephone/fax number/ e-mail address
The date
There are various ways to express date:
2.11. 2011
2/11/2011
The 1st of November 2011
November 1st, 2011
In business correspondence pattern recommended:
2 November
2011
The reference line
Your ref. (your reference)
Our ref. (our reference)
helps tracing a letter in the file
courtesy titles
rewards
Useful information:
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no special form of address for the Prime Minister and members of the
Ministry
The body of the letter the main text of the letter (the message of
the letter)
makes connection between the subject line and the rest of the text (" above" or
"above-mentioned")
refers to the source of information, which is used as a basis for the letter you are
writing
Complimentary line
Yours faithfully
Dear
colleague/friend/customer
Dear Mary
American English
Salutation
Gentlemen:/ Dear Madam / Sir(s)
Complimentary line
Truly yours/Yours truly/ / Faithfully yours/
Yours faithfully
Sincerely yours/ Yours sincerely/ Best regards/
Dear Nicholas
Supply Manager
Enclosure line the last point of a business letter
abbreviated to Enc./encl.
gives the list of additional documents sent with the letter:
Encl.: 2 copies of the Monthly Statement
Letterhead
Date
Reference line
Inside address
Salutation
Subject line
Complimentary line
Authors signature
Typed name
Position
Enclosures
Block Format
The most commonly used letter format is block format. The other two formats are modifications of the
block format. See the example below, for the form that a block format letter would take:
In block format all the text is justified left. The senders address, date, receivers name and address, as
well as the main body of the letter and the closing are all justified to the left hand side of the page. All
the lines start at the same place: they should be vertically justified so that they form a straight vertical
line.
The paragraphs arent indented. The ends of the lines at the right hand side shouldnt be justified. Its
easiest to read text that is left justified and uneven at the right hand side. This will mean that the text
isnt stretched to fill the line so each letter and space will be the same size.
In the modified block format, business letter layout, the senders address, date and closing are all
moved towards the centre of the page, see the example below:
The exact place that the modified elements should start isnt precisely defined in the modified block
format. The senders address, date and closing should start at least in the centre of the page, that is,
the first letter of each line should be on the centre line of the page or to the right hand side of it. How
much to the right hand side is up to your personal preference. Choose the most professional looking
positioning.
In this format the position of the date could remain left justified as in the block format or be lined up
with the elements that have been moved towards the right of the page.
Semi-Block Format
This format is the same as the modified block format (so the description form above remains the
same) apart from the first line of each paragraph is indented. See following example:
The first line of each paragraph in the main body of the letter has been indented. One tab space is a
suitable indentation to use. Everything else is the same as in the modified block business letter layout
format.
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or not being able to pay. As a collector of dues, you may have to get involved to some extent
in his problems and find a common solution to get value for your goods. This sensitivity
needs to be shown in your letter and overall approach to the collection.
4. Progressive steps in writing a series of collection letters:
It may happen that one collection call is not enough to get your dues. The customer may
willfully or otherwise default on payment.
The stages in writing collection letters in a series are:
(i) Formal reminder, assuming he will pay, in a mild tone.
(ii) A firmer and persuasive reminder stressing the necessity to pay here and now.
(iii) Last resort letter, which states that the customer must pay, otherwise legal action will
follow
First Stage Collection Letters:
At this stage the letter is a formal one. Even a printed form letter can be used. It is presumed
that the customer just forgot to pay and will act upon the reminder at once.
Useful starters for first collection letters:
(i) We notice that your account, which was due for payment on 1s outstanding in our
books.
(ii) We have to invite your attention to our invoice no. for Rs
(iii) We have to remind you that we have not yet received the balance shown against your
name in our statement dated amounting to Rs. which is now more than a month overdue.
Closers:
(i) We hope you will settle the bill by return.
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(ii) We look forward to your remittance within the next few days.
(iii) In case you have sent the payment in the meantime, you may ignore this notice.
Specimen formal reminder:
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Closers:
(i) We urge you once again to take this up on priority and settle the dues at once.
(ii) We sincerely hope that this time you will take a serious note of the dues and clear them
immediately.
(iii) We trust that this impresses upon you the urgency of the matter and that you will act
forthwith.
Specimen collection letter stage II
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Some starters:
(i) We wrote to you on and again on for recovery or our dues vide invoice no .
Dated, with still no action from you
(ii) We have to say that our earlier requests dated and For settlement of our bill dated
for remain unhonoured by you
(iii) We note with surprise and disappointment that our two successive letters concerning the
over dues from you in respect of our bill dated are not answered.
Closers:
(i) Now unless we receive our dues by we shall have no option but to put the matter in the
hands of our lawyers.
(ii) Please treat this as our last request for payment in the matter before we resort to law. But
we still hope you will act within a fortnight and pay up the dues.
(iii) We still hope you will remit by and save yourself the considerable cost and
inconvenience of legal action.
Specimen Last record letter/ final collection letters
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Dear Sirs,
Sub: Non-payment of dues
This is to bring to your notice that after checking our accounts recently, it has come to light
that we have not yet received payment of Rs.14, 800/- (Rupees Fourteen thousand and eight
hundred only) for computer harware supplied to you on (date) against your Order No. --------Since we never received any complaint about goods supplied to you, we assume that the
goods supplied by us have met with your standards and given you complete satisfaction. In
fact, it has been our constant endeavour to retain the goodwill of our valued customers, we
hope that you will arrange for the payment of dues without any further delay.
Thanking you
Yours faithfully
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