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How to write a Business letter

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by

Johnny Chen

on 26 October 2014

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Transcript of How to write a Business letter

Letter Structure
Greetings
Reply to inquires
Price Set up
Guest C/I/O Information
Closing greet
Writing Tips
Be organized
Be Positive
Tips for Proof Reading
Double-check the spelling of names
Check dates, times, and day-date combinations
Test every hyperlink
Be sure you have indicated the time zone
Table Of Contents
Salutation
If you know the designation of the person you are addressing, but don't know his name, you can use the designation to address him.
Opening Sentence
Greetings from Hotel Kempinski Yanqi Lake.
Greetings to you and your family from the Office of Reservation at Hotel Kempinski Yanqi Lake.
We are really pleased that you have chose and plan for your stay at Hotel Kempinski Yanqi Lake.
We are delighted that you have chose and plan for your stay at Hotel Kempinski Yanqi Lake.

Letter Structure
Greetings

Salutation
If the person you are addressing has some special title, like professor, senator.
Johnny Chen
How to write a Business letter
If you are not sure about the gender of the person you are addressing.
If you are not aware of the name or gender of the receiver, you should ideally use a non-existing salutation.
If you have any doubt about the marital status of the woman you are addressing, you can always opt for the safe way out

If you are referring to two individuals, you can separate their names using 'and'. In case you want to refer to more than two individuals
Reply to inquires
What does your reader want to know?
List all the questions your reader may have.
What do they know about the topic?
What is their state of mind?
consider the order in which your reader would ask them.
rearrange them to meet your reader’s needs.
Write clearly – avoid jargon
Be concise
short sentences in the active voice
use bulletin lists to set out options
If your reader needs to take some action as a result of your letter
be specific about what needs to be done.
Think about questions they might ask
How do I do it?
When do I have to do it?
What happens if I don’t do
it?
More Writing Tips
Tips for Proof Reading
Double-check the spelling of names
be sure you are writing to Kathryn rather than Katherine, Catharine, or Kathy.
be careful of organization names and abbreviations.
Check dates, times, and day-date combinations
Open your calendar to be sure May 1 is a Friday (it's not).
check dates and times carefully before sending a meeting request.
Tips for Proof Reading
Test every hyperlink
Be sure it is live and accurate
Be sure the email describes the link accurately.
Be sure you have indicated the time zone
Be Positive!
State what to do—not what to avoid.
Yes:
We will confirm your booking within two days
No:
Never take more than two days to confirm your booking
Say what you can do—not what you can’t do.
Yes:
We can book your booking first thing Monday morning.
No:
We can’t book it now. It has to wait until Monday morning.
Use neutral rather than blaming language.
Yes:
Let me clarify what I meant.
No:
You misunderstood what I said.
Use words that create a positive feeling.
Yes:
At this company we value natural resources.
No:
At this company we don't waste natural resources.
Take every opportunity to communicate positively.
Yes:
Thank you for your letter.
No:
We have received your letter.
More Writing Tips
Please note
Please save this email for your records
Please retain
I highly encourage
Your booking with Hotel Kempinski Yanqi Lake is confirmed and complete.
Thank you again for your interest in Hotel Kempinski Yanqi Lake.
Again, thank you for your interest in Hotel Kempinski Yanqi Lake.
We look forward to seeing you at Hotel Kempinski Yanqi Lake.
We're looking forward to hearing from you

We wish you a wonderful stay at Hotel Kempinski Yanqi Lake

Thank you for staying with Hotel Kempinski Yanqi Lake. We look forward to making you feel right at home.

Thank you for choosing Hotel Kempinski Yanqi Lake for your recent stay in Beijing.

If we can be of any further assistance, please let us know.

We regret to inform you that ...

I'm afraid it would not be possible to

Unfortunately we cannot / we are unable to
Best wishes
Kind regards
Kind thanks
Many thanks
Most affectionately
Most heartily
Respectfully yours
Sincerely
Sincerely yours
Thanking you
With regards
With anticipation
Warm regards
Warm greetings
With appreciation
With best wishes
With confidence
Yours respectfully
Yours sincerely
Yours faithfully
Yours obediently
Yours truly
Please contact us at +861069662906 or reservation.yanqilake@kempinski.com if you have any questions.

If Mr/Ms still have questions you may e-mail us directly at reservation.yanqilake@kempinski.com.

If you have any difficulties in this process, please contact us at +861069662906 or reservation.yanqilake@kempinski.com

If we can be of assistance, please do not hesitate to contact us. We are here to assist you with the reservation process and look forward to the prospect of welcoming you.

If either of the above applies to you, please e-mail our office at reservation.yanqilake@kempinski.com.

For specific questions about reservations eligibility at Hotel Kempinski Yanqi Lake, please email the Hotel Kempinski office of Reservation, or call +861069662906 to speak with a reservationist.

In the meantime, I thank you for your patience while we book your reservation and want to wish you a good day.

If you have any questions you can also visit www.kempinksi.com.

Thank you again for your choice of Yanqi Lake Hotel Kempinski to serve you. We look forward to a long and successful association.
Never use the same sales template for every guests.

a problem that a person needs solved, and then introduce a product that will provide the solution.
It's important that these offers are clear and provide a useful service to the reader.
Provide the guest with rooms, packages or promotions that will fit the guest.
Are you having trouble ...
This is why it is important to have ...
At X, we have the skills and experience to ...
We would appreciate it if you could send us more detailed information about…
Would you please send me
We Suggest
We can arrange
I would like to suggest
Another possibility is
I would further suggest
Secondly
You might also find the following information useful
We are sorry to inform you that…
Please send us your price list.
You will find enclosed our most recent catalogue and price list.
Please note that our prices are subject to change without notice.
Hotel Opening
Dear Mr/Ms/Full name,
We are delighted that you have chose and plan for your stay at Yanqi Lake Kempinski Hotel Beijing.

Regarding your interest in booking Yanqi Lake Kempinski Hotel Beijing. We regret to inform you that our hotel will soft-open around mid November 2014.

In the meantime, we recommend our another establishment, Kempinski Hotel Beijing Lufthansa Center located in downtown Beijing. If Mr/Ms/ is interested you may contact the address directly below.

Tel: +86 10 6465 3388
Email: res.beijing@kempinski.com
http://www.kempinski.com/en/beijing/hotel-lufthansa-center/welcome/

If Mr/Ms still have questions you may e-mail us directly at reservation.yanqilakebeijing@kempinski.com.

Thank you again for your choice of Yanqi Lake Kempinski Hotel Beijing to serve you. We look forward hearing from you.

We wish you a great day
July 24th, 2014
Johnny Chen

Yanqi Lake Kempinski Hotel Beijing
18, Jia, Yanshui Road, Yanqi Lake
Huairou District
101407, Beijing
China

Tel +86 10 6966 2906
Fax +86 10 6966 4551
Email Address: reservations.yanqilakebeijing@kempinski.com

ADR- Average Daily Rate
ARR-Average Room Rate
BAR-Best Available Rate
F&B-Food and Beverage
B&B-Bed and Breakfast
To lighten up your sentences, watch for heavy phrases like these:

for the purpose of = for
the majority of = most
in order to = to
provide an introduction = introduce
on a daily basis = daily
on a regular basis = routinely
Price Inquires
Dear Mr/Ms/ Full Name,

Greetings to you and your family from the Office of Reservation at Yanqi Lake Kempinski Hotel Beijing.

We apologize for the inconvenience Mr/Ms/ Full name. Unfortunately, the website will officially start accepting reservation a few weeks before opening, around mid to late November 2014.

As of mid November, we have a special opening rate for Deluxe room @1088 RMB subject to 15% service charge including two breakfasts.

On top of that if Mr/Ms/ Full Name, would like to have a much more spacious we suggest you the Deluxe suite for only 1788 RMB subject to 15% service charge including two breakfasts.

Both options are benefited by our Children Policy, the little ones can enjoy a 50% discount on extra bed and breakfast; ending with 89RMB for breakfast and 200RMB for the extra bed subject to 15% service charge.

I would further suggest you our executive package plan, With an extra 300RMB subject to 15% service charge, your family can enjoy the benefits of executive package such as having breakfast at our private executive area, and enjoy a selection of homemade cookies and bakeries, fruit juices, soft drink through out the day. From the evening a variety of alcoholic beverages, and cocktails will be provided.

Choosing any of the options above, at Kempinski we have the skills and experience to give you and your beloved family and ultimate experience.

If either of the above applies to you, or if you still have question please feel free to e-mail our office at reservation.yanqilakebeijing@kempinski.com or call us at +86 10 6966 2906 or visit us at www.kempinski.com/beijingyanqilake

Again, thank you for your interest in Yanqi Lake Kempinski Hotel Beijing.

We look forward to seeing your family,

Kind regards,
July 24th, 2014
Johnny Chen
Hotel Opening
First Name*
Muhsien
Last Name*
Chien
Street 1
43 artillerigatan
Street 2
Zip Code
11346
City*
Stockholm
Country
Sweden
Email*
chienmuhsien@gmail.com
Telephone No*
+46-8-315-8513
Fax
Add your comments*
I would like to know when you will take reservation.
Check here if you would like to receive updates about Kempinski Hotels
Yes
Price Inquires
2014-07-14 18:45 GMT+08:00 Matjaz <mehlematjaz40@gmail.com>:
Dear Sirs,

We want to make a reservation in your hotel between 28-31 Oct.2014
Can you send us your best offer for one room 2 adults and one child 9 year old with breakfast.

Best regards,

Family Mehle
Fraud- Visa Payment
Dear Mr/Ms/ Full Name,

Greetings from Yanqi Lake Kempinski Hotel Beijing.

We are very excited that you have chose and plan for your stay at Yanqi Lake Kempinski Hotel Beijing.

We have all the diplomatic suits ready for however we are unable to provide you with two presidential suits since we only have one.
2 diplomatic suits will be charge at 18,888 RMB our speical opening price each subject to 15% service charge.
1 presidential suit will be charge at 28,888 RMB our special opening price each subject to 15% service charge.

And our hotel's airport pickup service will be BMW 7 Series and Benz S Class will be charged at 900 RMB (one-way) each subject to 15% service charge.

Please note that we still cannot charge money from foreign credit card, I would like to suggest you transferring the money to our account directly, sorry for the inconvenience.

Would you please send us your flight itinerary so we can arrange pick up at the airport.

If you have any difficulties in this process, please contact us at +86 10 6966 2906 or reservation.yanqilakebeijing@kempinski.com

We're looking forward to hearing from you,

Sincerely,
July 24, 2014
Johnny Chen
Fraud- Visa Payment
To whom it may concern,
I would like to book two diplomatic suits and one presidential suite for next month. And i want to have your airport pick up service.

I am going to pay the gurantee payment with VISA.
Please reply me ASAP with payment method, and invoice.

Thanks
Confirmation Letter
Dear Mr/Ms/ Full Name,

We are really pleased that you have chose and plan for your stay at Yanqi Lake Kempinski Hotel Beijing.

Your booking with Yanqi Lake Kempinski Hotel Beijing is confirmed and complete.

Please check the attachment for confirmation letter.

Thank you again for your choice of Yanqi Lake Kempinski Hotel Beijing to serve you.

Please contact us at +86 10 6966 2906 or reservation.yanqilakebeijing@kempinski.com if you have any questions.

We wish you a wonderful stay at Yanqi Lake Kempinski Hotel Beijing.

Best Regards,
July 24th, 2014
Johnny Chen

Transitional Words
Introduction:
Such as
As
Particularly
Including
For example
For instance
Especially
Reference:
Speaking about (this)
Considering (this)
Regarding (this)
With regards to (this)
As for (this)
Concerning (this)
On the subject of (this)


Addition:
further
as well (as this)
either (neither)
not only (this) but also (that)
as well,
also
moreover
in all honesty
and
furthermore
in addition (to this)
besides (this)
to tell the truth
or
in fact
actually
to say nothing of
nor
alternatively
on the other hand
not to mention (this)
Conflict:
But
While
On the other hand
However
(and) yet
Whereas
Though (final position)
In contrast




Emphasis:
Even more
Above all
Indeed
More importantly
Besides
Consequence:
Under those circumstances
Then
In that case
If not
That being the case
If so
Otherwise
Time:
Afterward
At the same time
Before
Earlier
Eventually
In the mean time
Later
Soon
Location:
Here
Nearby
Opposite
There
To the right (left)
A social and business asset.
Effective letters saves much time, trouble and inconvenience.
representative of the organization.
Please send a carbon copy to the hotel recommended to guest
Full transcript