An example business letter follows. Below the letter is a description of the specifications followed in the letter.
June 15, 2020
Ref: File 10384
Mr. Jeremy Frazier, President
Traymore Associates, Inc.
4834 Allison Street
Champaign, IL 61820
Dear Mr. Frazier:
Subject: Your question about our corduroy fabric
I am Linda Benson, account representative for Arnston Fabrics. We received your questions about the weave of our corduroy products. I am happy to explain the weave to you.
Our corduroy is strong and durable. It has a rounded cord, rib, or wale surface we create using cut pile yarn. The back of the fabric has either a plain or a twill weave.
We then use two textile fibers with one warp and two fillings. After the textile is woven, we coat the back of the cloth with glue and cut the floats of pile yarn in the center. The glue prevents the filling from drawing out of the fabric during cutting. I have enclosed a brochure describing the process.
If you have any other questions, please feel free to call me at 312 555-1212.
Sincerely,
Linda Benson
Account Representative
Encl.: Corduroy Brochure (1)
Lisa Williams
An explanation of the format for the letter follows.
| Letterhead or your name and address | Arnston Fabrics | |
|
Skip three to six lines |
||
| Date | June 15, 2020 | |
| Reference number | Ref: File 10384 If you have a reference number, put it just below the date or two spaces below the date. Then skip two blank lines before the inside address. If you have no reference number, allow three to six blank lines between the date and inside address. | |
| Inside address | Mr. Jeremy Frazier, President Traymore Associates, Inc. 4834 Allison Street Champaign, IL 61820 Skip one line. | |
| Salutation | Dear Mr. Frazier: You may use only the first name and a comma if you know the person well. Skip one line. | |
| Subject | Subject: Your question about our corduroy fabric If your company uses a subject line, place it two lines below the salutation or two lines above the salutation. Use “Subject” rather than “Re.” “Re” is a Latin abbreviation that was used in legal documents. It is the abbreviation for the Latin in re, meaning “in the matter of.” Skip one line. | |
| Introdution | I am Linda Benson, account representative for Arnston Fabrics. We received your questions about the weave of our corduroy products. I am happy to explain the weave to you. Start with anything the reader needs to know about you. Follow with the reason for this letter. When you finish, start a new paragraph. Skip one line. | |
| Response topic 1 | Our corduroy is strong and durable. It has a rounded cord, rib, or wale surface we create using cut pile yarn. The back of the fabric has either a plain or a twill weave. Begin the explanation with a paragraph describing topic one. When you finish topic one, break for a new paragraph to go on to topic two. Skip one line. | |
| Response topic 2 | We then use two textile fibers with one warp and two fillings. After the textile is woven, we coat the back of the cloth with glue and cut the floats of pile yarn in the center. The glue prevents the filling from drawing out of the fabric during cutting. Explain the second topic. Be sure to keep only information about a single topic in each paragraph. Skip one line. | |
| Invitation to talk | I hope that answers your question. I have enclosed a brochure describing the process. If you have any other questions, please feel free to call me at 312 555-1212. Close cordially. Include contact information, even though it is in the letterhead. That shows your willingness to talk. Skip one line. | |
| Complimentary close | Sincerely, For the closing, writers most often use “Sincerely.” You might also use “With regards,” “Cordially,” or “Thank you.” Don’t use “Thanking you in advance” or wording with “warm” in it. Skip four lines for the signature. | |
| Your name and position | Linda Benson Account Representative Close with your name as you want the reader to address you. You must also address the reader using the format he or she has used in correspondence to you. Include your position. Skip one line. | |
| Enclosures | Encl.: Corduroy Brochure (1) Specify the type of enclosure and the number. Refer to the enclosures in your letter. Skip one line. | |
| Copies | CC: Barry Stillwater CC: Lisa Williams If you are sending anyone copies, write “CC:” and the names of the people you are sending copies to. |
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