BUSINESS CORRESPONDENCE Beginnings, middles, and endings.

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Presentation transcript:

BUSINESS CORRESPONDENCE Beginnings, middles, and endings

What is often in a FIRST paragraph?  Making a connection (less common, optional)  Getting to the point

Useful language for getting to the point  I’m writing in response to job posting #  I would like to be considered for the position of _____________, advertised in the Edmonton Journal, January 9th,  I’m writing to [confirm, request, apologize for, inquire about, complain about, etc.]...  I’m writing to see if we can...  Carol Land has asked me to contact you regarding...  With reference to our conversation yesterday, [could you, I would be glad to, unfortunately, I am not able to, I am enclosing, I am arranging, etc.]  As requested, I am [enclosing, arranging]...  In response to [your letter, your request, the announcement sent out on Dec. 13, the recommendations from our last meeting, etc.], I am [arranging, enclosing, sending]...

What is generally found in MIDDLE paragraphs?  Supporting details, arguments, etc.  Follow the same writing conventions as in essays (e.g., a logical method of organization, transitions, connections, topic sentences and supporting details)

What is found in FINAL paragraphs?  A request for action (what you want them to do as a result of the letter)  A statement indicating you recognize/regret the inconvenience of the request (if relevant)  Invitation to contact you if necessary  An expression of appreciation  Salutation (Formal: sincerely, yours truly, regards,)

Language for requesting action  If you are interested in this offer, please...  Please let me know what works best for you.  Let me know how/where/when/if… Less direct:  When you let me know which time works best for you, I will...  Once you get back to me on this, I will…

Language for expressing regret  So sorry for these last minute changes.  Again, I apologize for the late notice.  I realize that this is late notice, but…  Unfortunately, we are not able to…; however,…  I’m so sorry that we cannot offer you a one-month leave of absence over the Christmas holidays as you requested. However,

Language offering further contact If you have any (further) [questions, concerns, problems, suggestions], … If Mrs. Simms has any additional problems swallowing, … If Mrs. Simms shows no improvement within the next 24 hours, … …I can be reached at , any time after 2:00 PM on weekdays. …I’m working the day shift for the next 3 days and can be contacted at …please contact me directly at

Language expressing appreciation  Informal: Thanks/Thank you (as the closing).  Thank you for your help on this project.  Thank you for your invitation.  Thank you for considering my application.  I appreciate your input on this project.  We’re looking forward to your in-service.  Thank you for rearranging your schedule to make it possible to….