Letter Writing

Letters remain hugely important in our everyday lives. People still feel the need to have something confirmed in writing and a letter can add the all important personal touch. But there are pitfalls (cạm bẫy) to letter writing. Below are our top tips for getting your letter right.

1. Define your purpose

Before you begin writing a business letter ask yourself:

·         Why am I writing this letter – what has led up to it?

• What do I hope to get out of it (my maximum aims)?
• What do you expect to get out of it (my realistic aims)?
• What is the best way to achieve this?
• What information do I need to provide? For example, dates of previous letters, dates you saw advertisement, dates of appointments, addresses of shops and people, names of people involved, reference or account numbers.

·         What arguments do I need to use?

2. The first paragraph

The first paragraph of the letter should introduce the subject matter and either state or imply your purpose in writing.

3. The body of the letter

The body of the letter should consist of one or more paragraphs. It should develop clearly and logically the argument and facts of the case. If there is more than one paragraph, each paragraph should focus on a separate aspect of the subject matter and there should be clear links between paragraphs.

4. The final paragraph

The final paragraph should leave the reader in no doubt about your attitude towards the subject of the letter. It may, for example, spell out what you would like to see happen. It should be positive and unambiguous (rõ ràng, không mơ hồ).

5. Achieve the right tone (sắc điệu, cách viết)

Although the reader of your letter may be unknown to you, it is important to achieve a suitable tone in your writing and not to be too casual or too formal. So, as far as possible:

* Avoid Jargon (biệt ngữ) whenever possible.

* Use shorter sentences rather than longer ones.

* Avoid using the passive. For example write, ‘We sent you that letter by mistake’, rather than the more pompous, ‘Our letter was sent in error’.

* Don’t let your feelings get the better of you.

* Don’t try to be too clever.

 * Be clear and to the point, but don’t be too blunt (lỗ mãng, không ý tứ).

6. Adopt a clear layout

Adopt a letter layout that is clear and consistent (phù hợp). For example, if you put a comma after the person’s name in the greeting, include one after Yours faithfully/Yours sincerely; either indent the paragraphs or leave a space between them, without indentation.

7. Sincerely or Faithfully?

If you are writing to someone whose name and title you do not know, use the greeting Dear Sir or Madam, and the ending Yours faithfully, signing yourself with your initials and surname.

If you are writing to a named person, address them as Dear Mr/Mrs/Miss/Ms, and end Yours sincerely, followed by your first name and surname.

If you have met them or spoken to them by phone, or otherwise feel that you have some acquaintance with them, address them by their first name and sign yourself Yours sincerely, using your first name.

Letter Writing: Useful Phrases

I. Phrases for Personal and Social Correspondence:

Openings:

The standard opening for personal correspondence is Dear but variations include:

My dear …
My dearest …
Darling …

Useful phrases:

Thank you for your letter [inviting, offering, confirming]     

I am very grateful to you for [letting me know, offering, writing]   

It was so kind of you to [write, invite, send]

Many thanks for [sending, inviting, enclosing]         

I am writing to tell you that   

I am delighted to announce that

I was delighted to hear that

I am sorry to inform you that

I was so sorry to hear that

Closures: For acquaintances and formal situations

Best wishes
With best wishes
Kindest regards

Closures: Affectionate variations for close friends and family

All my love

All the best

Love

Lots of love

Much love

With love

Love from us both

See you soon

Once again many thanks

I look forward to seeing you soon

With love and best wishes

With love to you all

Do give my kindest regards to …

II. Phrases for Letters about Employment:

Openings:

The standard opening for formal correspondence is Dear

Useful phrases:

I am writing in response to your advertisement in [publication]     

I am writing to apply for the post of         

I should be pleased to attend an interview

Thank you for your letter of [date] offering me the post of

I am delighted to accept the position of [job title]

I look forward to starting work with you

Closures:

If you know the name of the person use:
Yours sincerely

If you don’t know the name of the person use:
Yours faithfully

III. Phrases for Business Letters:

Openings:

The standard opening for formal correspondence is Dear

Useful phrases:

Closures:

If you know the person’s name use:
Yours sincerely

If you don’t know the person’s name use:
Yours faithfully