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Communications

By John Greenland

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Such style does little for public relations or for your composing. You will need a formal salutation when you write to an institution rather than a named reader: Layout of Your Letter Dear Sir Dear Sirs 57 Dear Madam A PLC or a Limited Company is a single legal entity and it is logical to address the company as Dear Sir. Nonetheless you will see many letters addressed to John Smith Limited that begin Dear Sirs. The assumption of the writer may be that he writes to the board of directors or members of the company rather than the company as an entity.

The end of a letter should point to the next action. Leave your reader quite clear as to what you expect. When you have finished what you wish to say, sign off: Yours faithfully, Yours sincerely. Avoid the empty gesture of a concluding paragraph: Assuring you of our best attention at all times. ) Looking forward to your early reply. ) If I can be of any further assistance please do not hesitate to contact me. ) If you really intend the reader to come back to you, make it sound as if you mean it: If you need more information, please telephone me on extension 491.

Nonetheless you will see many letters addressed to John Smith Limited that begin Dear Sirs. The assumption of the writer may be that he writes to the board of directors or members of the company rather than the company as an entity. Certainly the form Dear Sirs is correct when we write to a partnership where partners have “joint and several liability”. Avoid writing Dear Sir/Madam. Whichever part of that generalisation you attach to, it is offensive for its failure to relate properly to you. * A local authority can address a diversity of readers as: * A general name can make a good alternative.

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