Inside name and address

The usual practice is to write the name and address of one's correspondent at the head of the letter, though it is sometimes placed at the foot, in the bottom left-hand corner, in official (i.e. Government) correspondence.

Where the head of department is known, address the letter to him by his official title, thus:

The Sales Manager

The Hercules Engineering Co Ltd

Brazennose Street MANCHESTER M 60 8 AS

All the names must be spelled correctly. To address T.B. Cartside as T.B. Carside is impolite.

(a) Courtesy titles

The courtesy titles used in correspondence are Mr., Mrs., Miss, Messrs. When your correspondent has a special title, such as Doctor, Professor, Colonel. Sir, he is addressed by his title and Mr. must not be used. We write, Dr J. Brown. Prof. L. Carter, CoL W. John-son, Sir Arnold Plant.

(b) Foreign correspondence

When you write letters to other countries, always include the name of the country, even if the town mentioned is the country's capital.

The Vice President

The Eagle Press Inc

24 South Bank

BOSTON Mass 02116

USA

The salutation

This is the greeting with which every letter begins. The usual greeting in a business letter is Dear Sir, but others are used too. For example:

Dear Madam (for both single and married women);

Dear Sirs (when a company is addressed);

When your correspondent is unknown to you and may be either a man or a woman, always use the form Dear Sir.

These are the formal openings normally used, but at the present time, especially if your correspondent is known to you personally, or if you have traded with him for some time the warmer and more friendly greeting, Dear Mr...., is then preferred. The greetings Sir,Madam and Gentlemen are very formal and are now seldom used in English business letters, though Gentlemen is usually preferred by American writers.

The message

This forms the body of the letter and is the part that is really important. Before you begin to write or dictate, ask yourself the following questions:

1) What is the purpose of this letter?

2) What do I hope to get by it?

3) What is the best way to write it?

Don’t waste words on unnecessary remarks. Keep your sentences and paragraphs short and start a new paragraph for each new point of your Setter. Short sentences and paragraphs provide easier reading and are easy to understand.