People have been writing letters for centuries. Before the telephone and the Internet, sending a letter (by messenger, and later by post) was the only way to communicate with someone who was geographically distant. Even with all our modern technology, letters haven’t become obsolete. Most of us will write many letters during our business life: … Read more
At some point in life, you’re almost certainly going to have to write a reference letter for someone. It might be a former employee or student, or even a family friend. Here’s what you need to know about the purpose of reference letters and how to write the most effective letter possible. Note: I will … Read more
Here’s a question from Alfonso Rodriguez from Lima, Peru: Would you be so kind as to tell me what is the correct way to write down an address when the building has no number, I think there is an abbreviation form. If any of you readers outside the U.S. know of an abbreviation that designates … Read more
A reader inquires: Is it permissible to list Enclosures at the top of a letter right after Subject and/or References or should they always be listed at the bottom of the letter after your closing? I suppose that anything is “permissible,” but some things are not advisable. Shaking up the conventional order of a business … Read more
In 1928 H. W. Fowler listed these phrases and their uses: Yours faithfully (to unknown person on business) Yours truly (to slight acquaintance) Yours very truly (ceremonious but cordial) Yours sincerely (in invitations and friendly but not intimate letters) With slight variations between British and American usage, these forms are still in use. If you … Read more
A reader asks: Is it just me, or does the “Dear” seem a little awkward when starting a business letter to someone whom you have never met or communicated [with]? If I have to call someone “Mr.” or something similar, is this person really dear to me? I had to laugh because I had a … Read more
From a reader: I have a question. I work for a large Canadian law firm and I’ve noticed that many of the people here do not use Mr. or Ms., but rather address letters to “John Smith.”  Have I missed something? Is this proper now? It may not be “proper,” but sometimes it’s safer. Addressing a … Read more
Sending a thank you note is always a lovely gesture – and often an expected one. I’m sure that when you were a child, your parents encouraged (or forced) you to write thank you notes for birthday and Christmas presents. As an adult, you should still make a point of writing a thank you note … Read more
Most writers don’t need encouragement to write more words. After all, that’s how some of them get paid: by the word! Using the words you need and no more – writing concisely – is a skill that every writer spends a lifetime learning. Mark Twain once said, “I didn’t have time to write a short … Read more
Sonia asked us for tips on writing effective office emails, especially when addressing medical doctors, CEOs, your elders (those older than you), and your “juniors” (those younger than you). Should your salutation be, “Dear Bill,” “Dear Dr. Williams,” “Mr. Ramirez:” or “Hi Bob”? If you’re as old as me, you were never taught in school … Read more
I covered writing US business letters, but I know we have a number of readers in the United Kingdom too – or readers who might want to write to companies within the UK. I’ll just be covering the formatting here rather than explaining again why each element is included, so you might want to read … Read more
Whatever you do – whether you’re a student, employed in an office job, or working as a freelancer – I can guarantee that at some point in your life, you’ll need to sit down and write a formal business letter. It might be to a customer, to an employer with a job that you want, … Read more