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Iain Maitland. Instant Business Letters
Copyright
CONTENTS
INTRODUCTION
1 WRITING EFFECTIVE LETTERS
Planning a Letter
Identifying Your Goals
Establishing the Facts
Analysing the Recipient
Preparing a Draft
The Appearance of a Letter
Envelopes
Paper
The Layout of a Letter
Letterhead
References
Date
Name and Address
Greeting
Subject Matter
Message
Continuation Sheets
Complimentary Close
Signature
Enclosures
Copies
The Style of a Letter
Format
Language
Tone
Accuracy
1.1: A draft of a letter
1.2: The blocked format
1.3: The semi-blocked format
1.4: The indented format
1.5: A final version of a letter
2 ACCEPTANCE. 2.1: Acceptance of delayed delivery of goods
2.2:Acceptance of delayed payment proposal
2.3: Acceptance of invitation, business event
2.4: Acceptance of invitation, personal event
2.5: Acceptance of job offer
2.6: Acceptance of proposed payment schedule
2.7:Acceptance of quotation
2.8: Acceptance of quotation, subject to conditions
2.9: Acceptance of request for discount
3 ACKNOWLEDGEMENTS. 3.1: Acknowledgement of complaint, to be investigated
3.2: Acknowledgement of delivery of goods, checked
3.3: Acknowledgement of delivery of goods, unchecked
3.4: Acknowledgement of invoice
3.5: Acknowledgement of job application
3.6: Acknowledgement of letter, contents noted
3.7: Acknowledgement of letter, passed to colleague
3.8: Acknowledgement of letter, subject to be dealt with
3.9: Acknowledgement of order, being processed
3.10: Acknowledgement of order, not being processed
3.11: Acknowledgement of payment of invoice
3.12: Acknowledgement of payment of invoice, credit facilities re-instated
3.13: Acknowledgement of payment of invoice, receipt attached
4 ANNOUNCEMENTS. 4.1: Announcement of business closure
4.2: Announcement of business merger
4.3: Announcement of colleague’s death
4.4: Announcement of colleague’s retirement
4.5: Announcement of new colleague
4.6: Announcement of new partner
4.7: Announcement of new premises
4.8: Announcement of new product
4.9: Announcement of new service
4.10: Announcement of new terms of trade
4.11: Announcement of price rises
4.12: Announcement of product developments
5 APOLOGIES. 5.1: Apology for accounts error
5.2: Apology for bounced cheque, please re-present
5.3: Apology for bounced cheque, replacement enclosed
5.4: Apology for delayed delivery of goods
5.5: Apology for delivery of damaged goods, agree to suggested solution
5.6: Apology for delivery of damaged goods, suggest solution
5.7: Apology for employee’s conduct
5.8: Apology for faulty goods, agree to suggested solution
5.9: Apology for faulty goods, suggest solution
5.10: Apology for general matter
5.11: Apology for late payment of invoice
5.12: Apology for missing meeting
5.13: Apology for postponing meeting
5.14: Apology for postponing meeting, short notice
5.15: Apology for unavailable goods, available soon
5.16: Apology for unavailable goods, no replacements available
5.17: Apology for unavailable goods, replacements available
6 CANCELLATIONS. 6.1: Cancellation of business event
6.2: Cancellation of meetings
6.3: Cancellation of meeting, to re-arrange
6.4: Cancellation of order, external reason
6.5: Cancellation of order, internal reason
6.6: Cancellation of personal event
7 COMPLAINTS. 7.1: Complaint about accounts error
7.2: Complaint about delivery of damaged goods
7.3: Complaint about employee’s conduct
7.4: Complaint about faulty goods
7.5: Complaint about general matter
7.6: Complaint about media review
8 COMPLIMENTS. 8.1: Compliment to colleague
8.2: Compliment about employee of another firm
8.3: Compliment about employee, long term
8.4: Compliment about products
8.5: Compliment about products, long term
8.6: Compliment about services
8.7: Compliment about services, long term
9 CONDOLENCES. 9.1: Condolences on business closure
9.2: Condolences on death of colleague
9.3: Condolences on death of colleague’s partner
9.4: Condolences on hospitalisation
9.5: Condolences on illness
9.6: Condolences on redundancy
10 CONFIRMATIONS. 10.1: Confirmation of action taken
10.2: Confirmation of agreement
10.3: Confirmation of despatch of goods
10.4: Confirmation of details of discussion
10.5: Confirmation of increased credit limit
10.6: Confirmation of meeting arrangements
10.7: Confirmation of payment made
10.8: Confirmation of progress of work to date
11 CONGRATULATIONS. 11.1: Congratulations on award
11.2: Congratulations on birth of baby
11.3: Congratulations on examination success
11.4: Congratulations on general event
11.5: Congratulations on general success
11.6: Congratulations on promotion, business acquaintance
11.7: Congratulations on promotion, colleague
11.8: Congratulations on retirement, brief version
11.9: Congratulations on retirement, longer version
12 ENCLOSURES. 12.1: Enclosure of catalogue and price list
12.2: Enclosure of contract, draft version
12.3: Enclosure of contract, final version
12.4: Enclosure of information requested
12.5: Enclosure of invoice
12.6: Enclosure of order
12.7: Enclosure of payment
12.8: Enclosure of promotional materials
13 ENQUIRIES. 13.1: Enquiry about events
13.2: Enquiry about lost custom
13.3: Enquiry about products
13.4: Enquiry about services
13.5: Enquiry about specialities
14 INTRODUCTIONS. 14.1: Introduction of colleague
14.2: Introduction of products
14.3: Introduction of services
15 INVITATIONS. 15.1: Invitation to business event
15.2: Invitation to job interview
15.3: Invitation to personal event
16 NOTICES. 16.1: Notice of accountant’s right to bank account data
16.2: Notice of bounced cheque, send replacement
16.3: Notice of bounced cheque, will re-present
16.4: Notice of changes in terms of employment
16.5: Notice of closed account
16.6: Notice of colleague’s departure, letter re-directed
16.7: Notice of colleague’s departure, referred to successor
16.8: Notice of colleague’s right to sign cheques
16.9: Notice of suspended account
17 OFFERS. 17.1: Offer of bank and trade references
17.2: Offer of employment
17.3: Offer of favour
17.4: Offer of services
18 REFERENCES. 18.1: Reference about customer, favourable
18.2: Reference about customer, unfavourable
18.3: Reference about employee, favourable
18.4: Reference about employee, unfavourable
19 REJECTIONS. 19.1: Rejection of complaint, damaged goods
19.2: Rejection of complaint, faulty goods
19.3: Rejection of complaint, general matter
19.4: Rejection of delayed payment proposal
19.5: Rejection of invitation, business event
19.6: Rejection of invitation, personal event
19.7: Rejection of job applicant
19.8: Rejection of job candidate
19.9: Rejection of job enquiry
19.10: Rejection of job offer
19.11: Rejection of late delivery of goods
19.12: Rejection of proposal
19.13: Rejection of proposed payment schedule
19.14: Rejection of quotation
19.15: Rejection of request for credit facilities
19.16: Rejection of request for credit increase
19.17: Rejection of request for discount
19.18: Rejection of request for meeting
20 REMINDERS. 20.1: Reminder about late delivery of order
20.2: Reminder about unanswered letter
20.3: Reminder about unfulfilled promise
20.4: Reminder about unpaid, delayed payment
20.5: Reminder about unpaid instalment of schedule
20.6: Reminder about unpaid invoice, first
20.7: Reminder about unpaid invoice, second
20.8: Reminder about unpaid invoice, third
20.9: Reminder about unreturned questionnaire
21 REQUESTS. 21.1: Request for bank and trade references
21.2: Request for completion of questionnaire
21.3: Request for copy of cheque
21.4: Request for credit facilities
21.5: Request for credit increase
21.6: Request for delayed payment
21.7: Request for delayed payment, by instalments
21.8: Request for discount, cash
21.9: Request for discount, quantity
21.10: Request for donation
21.11: Request for favour
21.12: Request for introduction
21.13: Request for meeting
21.14: Request for payment of pro-forma invoice
21.15: Request for progress report
21.16: Request to quote from media review
21.17: Request for recommendations
21.18: Request to reduce account balance
21.19: Request for reference, employer
21.20: Request for reference, trade supplier
21.21: Request for telephone conversation, with busy person
22 TERMINATIONS. 22.1: Termination of employment, immediate effect
22.2: Termination of employment, redundancy
22.3: Termination of employment, with notice
22.4: Termination of general agreement
23 THANK YOUS. 23.1: Thank you for award
23.2: Thank you for compliment
23.3: Thank you for congratulations
23.4: Thank you for credit facilities
23.5: Thank you for custom
23.6: Thank you for donation
23.7: Thank you for event, business
23.8: Thank you for event, personal
23.9: Thank you for favour
23.10: Thank you for help, long term
23.11: Thank you for help, one-off project
23.12: Thank you for introduction
23.13: Thank you for media review
23.14: Thank you for order, first
23.15: Thank you for order, substantial
23.16: Thank you for present
24 WARNINGS. 24.1: Warning about cancellation of order
24.2: Warning about dismissal, first
24.3: Warning about dismissal, second
24.4: Warning about legal action
LETTERS INDEX
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