Model Business Letter Email: Shirley Taylor
Source www.yumpu.com
Model business letters are a valuable tool for professionals looking to communicate effectively in a formal setting. These letters follow a specific format and include key elements such as a salutation, body, and closing. Shirley Taylor, a renowned expert in business communication, has developed a highly effective model business letter format that is widely used today. Her model letter includes essential components such as a clear subject line, concise language, and a professional tone. By leveraging Shirley Taylor’s model business letter format, professionals can enhance their communication skills, improve their credibility, and make a lasting impression.
The Structure of a Model Business Letter Email
Crafting a professional business letter or email requires attention to format and structure. Here’s a comprehensive guide to the best structure for a model business letter email:
1. Letterhead or Email Signature
Your business letterhead should include your company logo, address, contact details, and website. For an email, use a professional email signature with the same information.
2. Date
Write the date at the top of the letter or email, usually aligned to the right.
3. Recipient’s Address
- For a letter, include the recipient’s name, title (if known), company name, and address.
- For an email, simply include the recipient’s email address as the “To” field.
4. Salutation
Begin the letter or email with a polite greeting, such as “Dear [Recipient’s Name]”.
5. Body Paragraphs
- Organize your message into clear paragraphs.
- Start with an introductory paragraph summarizing the purpose of the letter or email.
- Follow with supporting paragraphs providing specific details and information.
Example:
Dear Mr. Smith,
I am writing to inquire about the availability of [product or service]. I am working on a project that requires [specify requirements]. Can you please provide me with information on your company’s offerings and pricing?
Thank you for your time and assistance. I look forward to hearing from you soon.
Sincerely,
John Doe
6. Call to Action
- State any specific actions you want the recipient to take, such as responding or providing information.
- Make sure the call to action is clear and concise.
Example:
Please reply with availability and pricing information by [date].
7. Closing
- End the letter or email with a polite closing, such as “Sincerely” or “Best regards”.
- If appropriate, include your name and title (typically above the closing).
| Field | What to Include |
|---|---|
| Letterhead or Email Signature | Company logo, contact details, and website |
| Date | Date when the letter or email was sent |
| Recipient’s Address | Recipient’s name, title, company, and address (for letters) / recipient’s email address (for emails) |
| Salutation | Polite greeting (e.g., “Dear [Recipient’s Name]”) |
| Body Paragraphs | Organized paragraphs providing specific details and information |
| Call to Action | Clear and concise statement of desired action (e.g., “Please reply by [date]”) |
| Closing | Polite closing (e.g., “Sincerely”) and name/title (if necessary) |
7 Sample Model Business Letter Emails
### Example 1: Request for Leave
Dear [Recipient Name],
I hope this email finds you well.
I am writing to request a leave of absence from [start date] to [end date] to attend [reason for leave]. I have been planning this trip for some time and it is important to me to be able to take this time off.
During my absence, [colleague’s name] will be covering my responsibilities. I have already briefed them on my current projects and will be available by phone and email if needed.
Thank you for your consideration.
Sincerely,
[Your Name]
### Example 2: Job Offer
Dear [Recipient Name],
I am pleased to offer you the position of [position name] at [company name]. This is a full-time position reporting to [manager’s name].
- Your starting salary will be [amount] per year.
- You will be eligible for a range of benefits, including health insurance, paid time off, and retirement savings.
Your start date is [start date]. Please let me know if you have any questions or concerns.
We are excited to have you join our team.
Sincerely,
[Your Name]
### Example 3: Performance Review
Dear [Recipient Name],
I hope this email finds you well.
I am writing to provide you with feedback on your performance over the past [period of time]. Overall, your performance has been [positive or negative].
Some of the areas where you have excelled include:
- [List of areas where the employee has performed well]
Some areas where you could improve include:
- [List of areas where the employee could improve]
I know that you are capable of great things, and I am confident that you will continue to grow and develop in your role.
Please let me know if you have any questions or concerns.
Sincerely,
[Your Name]
### Example 4: Disciplinary Action
Dear [Recipient Name],
I am writing to inform you that you are being disciplined for [offense]. This incident occurred on [date].
Your actions have violated company policy and are unacceptable. As a result, you will be [disciplinary action].
We hope that you will learn from this experience and that you will not repeat this behavior in the future. If you have any questions or concerns, please do not hesitate to contact me.
Sincerely,
[Your Name]
### Example 5: Termination of Employment
Dear [Recipient Name],
I am writing to inform you that your employment with [company name] is being terminated effective [date].
This decision was made after careful consideration and is based on your [reason for termination].
Your final paycheck will be processed on [date]. You will also be eligible for any outstanding benefits, such as unused PTO.
We wish you all the best in your future endeavors.
Sincerely,
[Your Name]
### Example 6: Reference Letter
Dear [Recipient Name],
I am writing to recommend [employee’s name] for the position of [position name] at your company.
[Employee’s name] worked as [position name] at [company name] from [start date] to [end date]. During their time here, they consistently exceeded expectations in their role.
- [List of employee’s accomplishments]
[Employee’s name] is a hard worker with a positive attitude. They are a team player and are always willing to go the extra mile. I am confident that they would be an asset to your company.
Please do not hesitate to contact me if you have any questions.
Sincerely,
[Your Name]
### Example 7: Welcome Letter
Dear [Recipient Name],
Welcome to [company name]! We are excited to have you join our team.
We know that starting a new job can be overwhelming, so we have put together some resources to help you get settled in.
- Employee handbook: This document contains all of the company’s policies and procedures.
- Benefits guide: This guide outlines all of the benefits that you are eligible for.
- Training schedule: This schedule lists all of the training sessions that you will need to attend.
We encourage you to reach out to your manager or HR representative if you have any questions.
We look forward to working with you!
Sincerely,
[Your Name]
What is the format of a model business letter by Shirley Taylor?
Shirley Taylor’s model business letter format is a commonly used format for professional correspondence. It includes the following elements:
- Header: The header includes the sender’s address, date, and contact information.
- Inside address: The inside address includes the recipient’s name, title, company, and address.
- Salutation: The salutation is a formal greeting, such as "Dear Mr./Ms. Last Name."
- Body: The body of the letter contains the main message. It should be clear, concise, and organized.
- Closing: The closing is a formal ending, such as "Sincerely," or "Respectfully."
- Signature: The signature includes the sender’s handwritten or typed name and title.
What are the key elements to include in a business letter?
When writing a business letter, it is important to include the following key elements:
- A clear and concise subject line: The subject line should give the reader a brief overview of the purpose of the letter.
- A professional tone: The letter should be written in a professional and respectful tone.
- Accurate and complete information: The letter should include all of the necessary information, such as the sender’s contact information, the recipient’s contact information, and the date.
- A call to action: The letter should include a call to action, such as asking the reader to take a specific action.
What are the common mistakes to avoid when writing a business letter?
When writing a business letter, it is important to avoid the following common mistakes:
- Using informal language: The letter should be written in a formal and professional tone.
- Making grammatical errors: The letter should be carefully proofread for grammatical errors.
- Including irrelevant information: The letter should only include information that is relevant to the purpose of the letter.
- Being too long: The letter should be clear and concise. It should not be longer than necessary.
Thanks for taking the time to read my article on crafting the perfect business letter email. I hope you found it helpful! If you have any more questions, feel free to drop me a line. And don’t forget to check back later for more tips and tricks on all things business. I’ll catch you around!