Business English - Writing a Lot of Business Correspondence? Know the Difference Between its Types.
In some situations, aletter is more appropriate than an email and vice versa. If you, for example, need a permanent record of what you are writing, or if you are writing in a formal situation, a letter is a better choice. It is also more suitable to write a letter of resignation and a covering letter with your CV. On the other hand, when asking for help from your colleague or setting up ameeting with your customer, an email is the right choice.
The main difference between these two forms of business correspondence can be seen in their structure and type of language used.
Differences in structure
In general, emails are shorter than letters. We usually write an email quickly as a response to an enquiry or request. Therefore they might contain only a few lines. Informal English, abbreviations, and absence of standard salutations are common in emails.
Letters contain the following parts:
- A standard greeting (For example: Dear Sir / Madam)
- A reference to previous contact
In this part of a letter, we mention a letter of a certain date, a phone call or a meeting with someone. It is followed by the reasons we are writing, for example to confirm, clarify or enquire about something.
- The background to the letter
This part is optional and its purpose it to give more information to help the reader become more familiar with the subject of the letter.
- Main points
- Additional points
- Asking for action / reference to the future
In this part we mention an offer of further assistance, or ask for future action to be taken.
- Standard closing (For example: Yours faithfully)
Emails contain the following parts:
- Subject line
This shows the reader the exact subject of the email
- Salutation
Some people start with "Hi or Hello", others with the first name of the recipient, or others with no name or salutation at all.
- Reason for writing
- Main point
- Closing
There are a variety of closing phrases, such as "Cheers" or "Thanks". These are also optional.
Differences in type of language
There are standard phrases used in letters, but the language in emails is often a lot more informal. Sentences used are shorter, and nouns can often be omitted.
Making reference (referring to a letter/email or action)
Letters
With reference to your letter.....
In response to your letter...
Thank you for your letter of (date)...
Following our phone conversation...
With regard to your memo...
Emails
About...
Following...
Thank you for your email...
Asking for information or advice
Letters
I am writing to enquire about...
I would be interested to receive further detail about...
Please could you give me the necessary details concerning...
I would be grateful for your advice concerning...
I would appreciate your advice in...
Emails
Can you tell me about...
Please tell me about...
I'd like some advice about...
Could you tell me if...
Please let us know about...
Saying thank you
Letters
Thank you for your letter in which you enquired about...
I am writing to thank you for...
Emails
Thank you for...
Enclosing
Letters
Please find enclosed...
Enclosed is a...
I am enclosing a...
I have pleasure in enclosing...
Emails
Please find attached....
Attached is...
Exercise :Put the words into the correct order. Do not change forms of words.
1. accept, the, inconvenience, our, please, we, apologies, for, caused, have
2. hesitate, me, do not, please, contact, and
3. to arrange, would, you, delighted, be, with, a meeting
4. prompt, would, we, reply, appreciate a
5. advice, grateful, would, I, your, matter, concerning this, for, be
6. to contact, free, please, me, feel
7. week, to confirm, writing, next, am, meeting, our
8. Thursday, on, forward , seeing, to, I, look, you,
KEY:
1. Please accept our apologies for the inconvenience we have caused.
2. Please do not hesitate and contact me.
3. I would be delighted to arrange a meeting with you.
4. We would appreciate a prompt reply.
5. I would be grateful for your advice concerning this matter.
6. Please feel free to contact me again.
7. I am writing to confirm our meeting next week.
8. I look forward to seeing you on Thursday.
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