Language Tips

The next line after the start of the letter should begin with a capital letter. For example,

Dear Mr. Smith:

W ith reference to our recent telephone conversation…

Write 15^th October, not the 15^th of October – it’s not usually accepted in writing. If you start a sentence with a number, this number should be written in a word. E.g. Twenty-six people attended the meeting.

Don’t use short forms such as I’m, we’ll, hasn’t, I’d, or isn’t in formal writing. These forms are used in speaking and informal letters. In formal writing words are normally written out in their full forms.

Avoid using the ‘have got’ form as it sounds informal, use ‘have’ instead. E.g. I have (not have got) experience in translating scientific texts.

Avoid starting sentences with the words ‘And’ or ‘But’. It is not a proper style for a formal communication.

Print your name and job title together with your signature – some signatures are difficult to read. E.g.

Brian Smith

Brian Smith

Sales and Marketing Manager

Some word combinations might contain words that are unnecessary (redundant) in business letters. These are the ways of reducing them:

8:00 a.m. in the morning = 8:00 a.m. in spite of the fact that = although

at this point of time = now in the event that = if

both together = both just exactly = exactly

bring to an end = end letter under date of = letter of

during the time that = while make a decision = decide

enclosed herein = enclosed make a speech = speak

for the month of July = for July make a recommendation = recommend

for the purpose of = to make changes in = to change

for the sum of = for on the occasion of = on

give an answer = to answer send an answer = to reply

have an ability to = can take action = act

hold a meeting = meet take into consideration = consider

inform of the reason = tell why write your name = sign