Business Correspondence and English
Structure of formal correspondence
A formal email or letter needs sender details, date, receiver, subject, salutation, opening reference, body, action, closing, signature and enclosures. A memo uses To, From, Date and Subject. A notice states purpose, date, time, venue and contact. A report contains title, introduction, findings, conclusion and recommendations. Use plain English, active voice, correct punctuation and no SMS abbreviations. Proofread names, amounts and dates.
Tone and accuracy
One idea per paragraph. Put the main request early. Be polite without being vague. Use 'Dear Sir or Madam' when the name is unknown and 'Yours faithfully' in a formal letter; use 'Yours sincerely' when the name is known.
Worked example
Email subject: Short supply against Invoice INV-214 dated 12 May. Body: state that 50 units were ordered and 45 received, attach the goods received note, request replacement within seven days and ask for confirmation. Close with a signature and designation. This gives the supplier facts, reference and a clear action.
Traps
Missing subject lines, mixing a complaint with a new order, wrong attachments, inconsistent dates and abrupt tone are common. Do not use 'Respected Sir' with 'Dear'.