Body of the letter

The blocked style is the one most often used for the body of the letter. It is usual to leave a line space between paragraphs.

Ø Complimentary close

TITLE	STATUS	COMLIMENTORY CLOSE
Mr	Married or unmarried male	Yours sincerely
Mrs	Married female	Yours sincerely
Miss	Unmarried female	Yours sincerely
Ms	Married or unmarried female	Yours sincerely
Sir	Male—name not known	Yours faithfully
Madam	Female—name not known	Yours faithfully
Sir/Madam	When unsure whether you are addressing male or female	Yours faithfully
Medical/academic/military e.g. Dr/Professor	These titles do not change whether addressing a male or female	Yours sincerely

Signature

Always type your name and, if relevant, your job title, below your handwritten signature.

Layout 2

Compuvision Ltd 1. Letterhead

Warwick House-Warwick Street

Forest Hill-London SE23 1JF

Telephone [phone]

Fascimile [phone]

www.comvis.co.uk

2.References Your ref. 6 May 2006

Our ref. DS

11 May 2006

Ms B. Kaasen

Bredgade 51

DK1265

Copenhagen

DENMARK

Pivate and confidential

Dear Ms Kaasen

Non-payment of invoice 332/65 3.Subject title

It appears from our records that, despite several reminders, the above invoice remains unpaid. Unless the account is cleared within 14 days from the date of this letter, we shall take legal action.

Yours sincerely

Donald Sampson

Donald Sampson

Sales Manager 4. Job title

c.c. Messers Poole & Jackson Ltd, Solicitors 5. Copies

Letterhead

The printed letterhead of a company gives a great deal of information about it.

References

References are often quoted to indicate what the letter refers to (Your ref.) and the correspondence to refer to when replying (Our ref.).

References may either appear in figures, e.g. 661/12, where 661 may refer to the number of the letter and 12 to the number of the department, or in letters, e.g. as in the letter on page 5, where DS stands for Donald Sampson, the writer.

Subject title

A subject title, directly after the salutation, provides a further reference, saves introducing the subject in the first paragraph, immediately draws attention to the topic of the letter.

Job title

When sending a letter or email on behalf of your company, it is a good idea to include your job title in the signature block, especially when your recipient has not dealt with you before.

Ø Copies

When copies are sent to people other than the named recipient, c.c. (carbon copy) is added, usually at the end of the letter, before the name/s of the recipient/s of the copies.

Faxes

Points to remember:

· Fax is an open system, so it should not be used for confidential correspondence.

· Faxes are copies, and cannot be used when original documents are required.

· In general, the language of faxes is much like that of letters, although faxes can be briefer and more direct, like email messages.

Style

Generally, faxes are similar to letters in style, level of formality, and the use of conventions. However, a fax may be shorter and the language more direct, like an email, as there is a time element in the cost of sending them.

Example fax

British Crystal Ltd

Glazier House ~ Green Lane ~ Derby DE 1 3 RT

Telephone: [phone] ~ Facsimile: [phone]

Email: [e-mail] ~ www.britishcrystal.com

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