Module 2a — Office
Correspondence
and Records
| Course Guide | Module 1 | Module 2a | Module 2b |
Openings and endings
Writers often find that the most difficult aspect of writing letters is starting and finishing. The way to begin and end a letter should depend to a large degree on your purpose in writing the letter.
Following is a comparison of different styles of writing for inquiry and response letters.
Beginnings |
Unlike memos or emails, letters at the ILO do not usually have subject lines, so you need to explain very early why you are writing the letter and its relevance to the reader. You may need to refer to earlier correspondence or discussions, but this reference should be subordinate to focusing on the reason you are writing. Try to avoid hackneyed, impersonal openings like:
|
|
|
Inquiry or request letters |
Response letters |
|---|---|---|
|
I would like to inquire about… I would appreciate receiving some information about… Could you send me some information about… I am writing to seek your help in … |
I can understand your concern about… described in your letter of 4 April. I am writing in reply to your letter of 4 April, in which you… |
Endings |
Endings should be action oriented, specific and clearly state a request for your desired response from the reader.
|
|
|
Inquiry or request letters |
Response letters |
|
We would appreciate any information (help, assistance) you can provide. I would appreciate receiving an answer from you by 4 April. Could you please call me on 123 456 to discuss. I am usually at my desk between 9:00 and 12:00. Thank you for taking time for this request. |
Thank you for your interest in the ILO (our programme, this project, this area…) I would like to thank you for your assistance (cooperation, invitation…) If you have further questions, please contact me. I hope this information will be of assistance. (This implies a conclusion to the exchange of correspondence.) I look forward to hearing from you again. (This encourages further communication.) |
Although these sentences are all rather standard, they at least let you get started easily and enable you to concentrate on the main part of your message.