Sample Sentences: Introduction of Product/Service.

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I am writing to tell you about...
(Our new product) is coming out next month.
This product/service is designed to (help you)...

Sample Sentences: Reference

I am writing in regard to...
I am writing in reference to...

Please refer to the enclosed invoice/brochure.
I hope you have had a chance to look over the materials we sent.

Sample Sentences: Confirmation

I am writing to confirm...
I would like to confirm what we discussed last Friday.
I would just like to confirm the main points we discussed...

Sample Sentences: Notification

I am writing to let you know that...
Please be aware/informed that...
I would like to inform you of a recent policy change. I am happy to inform
you that...
Your request for funding has been approved.

Sample Sentences: Offering Assistance

We would be happy to...
If we can be of assistance, please don't hesitate to ask.

Sample Sentences: Collection

According to our records...
Our records show that...
Your monthly installment is past due.
Please send payment as soon as possible.

Helpful Hints for Business Letters

Before writing a business letter, consider the following:

Objective(s)

Why am I writing this letter?
What do I hope to accomplish?
What action do I want from my reader?

Your Audience

Who will read this letter?
How can I appeal to the reader's interest?
What attitude might the reader have toward this information?
Will the reader consider this good news or bad news?

Organization

What information should be included first/last?
What details does the reader need to know?
Does my conclusion motivate the reader to do something?
Do I end the letter in a positive and polite manner?

Professionalism

Do I use a professional business letter format?
Do my language and style show a positive attitude toward the reader/the
company/the product/the information.
Will my reader be offended by anything in the letter?

Proofreading

Are there any spelling errors, typos, etc.?
Is the format of the letter appropriate?
Have I signed my name?

Sample Topics for Business Letters

1. You are a sales representative for your company. Write a letter to Mike Mason of ABC Enterprises, introducing one of your new products or services. Be sure to give important details about your product/service.

2. You are a student researching a company for your business class presentation. Write to Margaret Sims, the public relations director, of the corporation you are researching, and ask for information about her company.

3. Invite Margaret Sims, public relations director of the company you are researching, to be a guest speaker during your presentation next week. (Introduce yourself as a student interested in the company.)

4. Write a letter to Margaret Sims confirming details of her speech next week. Make sure to include time, place and topic. Offer to help in any way you can.

5. You are Margaret Sims. Answer either Letter 2 or Letter 3 (above.) You may choose to accept or reject the writer's request.

6. Roger Owens, President of XYZ Corporation, will be visiting your city next week. Write a letter inviting him and his wife to dinner on Thursday night. (Be sure to specify the time and place of the dinner.)

7. You are Roger Owens. Respond to the Letter 6 (above) accepting or declining the invitation.

Writer's Checklist

For Business Letters

1. Receiver (Who are you writing this to?)

Someone you know (friend, colleague, business partner, group, company)

Some one you don't know (To whom it may concern, Dear Sir/Madam)

How do you expect the receiver to respond?

2. Sender (Who are you?)

What is your relationship to the reader/receiver(s)?

What role are you assuming in the letter?

(friend, colleague, etc.)

3. Context (What background information does the reader need?)

Bring the reader up to date first.

Establish a connection

As requested...
It was nice meeting you in Toronto last week...
I read your article in Vague Magazine..

Supporting details

Time frame (sequence of events)

4. Message (What do you want the reader to know or do?)

What do you hope to accomplish with the letter (inform, persuade, initiate action)

I am writing to inquire about...
Could you please send me...

Polite requests

Please...
Would you mind...
Could you please...
Would you be so kind as to...

5. Medium (What is the appropriate format?)

Fax, e-mail, formal business letter, memo, informal note

6. Tone (What tone do you wish to convey?)

informative
polite
business-like
friendly
humble
assertive
urgent
irate

7. Other recipients (Are there others who need to be informed of this communication?)

cc: courtesy copy

Nervous Mannerisms

Presentation Tips

Signposting

Sequencing

Let's move on to...
Let's move on to...
That brings us to...

Giving Reasons

This is why...
The main reason is...
Therefore,
So,

Generalizing

Generally,
Usually,
As a rule,
Most of the time,
In most cases,

Highlighting

Actually,
In fact,
As a matter of fact,
In particular
Particularly
Especially

Giving Examples

For example,
For instance,
Such as

Summarizing

To sum up
To summarize
In brief

Concluding

To conclude,
In conclusion,

Follow-up

Are/Were there any questions?
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