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The body of the letter

• Reference
• Layout
• Some important expressions

In a business letter, it is quite common that both sender and addressee will have separate references for the matter under discussion, or for the correspondence itself.
These references appear at the top of the letter, usually before (and in line with) the addressee's name and address.
The addressee's reference is prefixed by ''Your ref.'', the sender's by ''Our ref.'':

Your ref.: BM
Our ref.: LMT/SD

Normally, such references are simply the initials of the person who wrote the letter. If there are two sets of initials, the second set is that of the person who typed the letter.

Sometimes, in order to be sure that the letter reaches the person concerned, it is possible to put, after the name and address of the company, the name of the person who is dealing with the matter. This sentence is normally underlined:

For the attention of Ms jean Ralston.

When such references are not used, and you wish to state the subject of the letter before entering into it in detail, place the subject in the centre of a line, before (or after) the opening salutation.
This reference is often prefixed by "Re": and usually underlined:

Re: Sales of BX90 to japan

It is normal practice nowadays to align everything against the left-hand margin. Paragraphs tend to be well-spaced, and the British habit of indenting paragraphs is losing favour.

Keep short routine letters as short and clear as possible.
If the letter is more complex, don't sacrifice clarity, be as succinct as possible. A good, three-paragraph plan, where applicable, is as follows:

1. Reference: Give the information necessary for your correspondent to trace the file or recall the transaction.

2. Facts: Explain what has happened - the facts of the case

3. Action: Tell your correspondent what you want him or her to do, or what you are going to do.

Over the past twenty years, business correspondence, partly through the influence of American style, has become less formal. This is particularly noticeable in the way that letters begin.
A great many business letters start by referring to previous correspondence, meetings, phone  conversations, telexes or discussions.
The following openings are current:

Thank you for your letter of (date)
Further to your letter of (date)
Following our phone conversation of (date)
In reply to your enquiry of (date)
With reference to your order n° 345 of (date)

Of course, it is still possible to see more formal expressions used, such as:

We are in receipt of your letter of (date)

Although such formulae are not frequent between companies who are frequently in touch with each other.
Similarly, the way of writing the date that follows such a reference is now:

Thank you for your letter of 5 May/5th May/May 5/May 5th

The exact day and month are usually given, whereas, in "old-style" business letters, you may find the following:

I am in receipt of your letter of 9th inst. (the 9th of this month)
We are in receipt of your letter of 18th ult. (the 15th of last month)

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