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 #31933. • I would like to be considered for the position of _____________, advertised in the Edmonton Journal, January 9th, 2012. • 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 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….