Two most important positions in any business message are the opening and closing paragraph. Explain.

Writing a strong opening to your business letter: Your first job in writing any letter is to gain your reader’s attention. It’s an important principle of effective writing to put the most important information first. Your opening paragraph is both the headline and the lead for the message that follows in the rest of the letter. Don’t weigh down the front of your letter with boring repetition of information that your reader already knows. Many letters fail to start well because they follow the standard paragraph of every business letter. Here are some typical examples of openings in business letters

·    Thank you for your letter of 8th March 1998, which has been passed to me for my attention.

·    I refer to previous correspondence in respect of the above and note that to date we have not received your cherub for the outstanding arrears.

·    I write with reference to our telephone conversation yesterday regarding the above matter. Starting with a reference to the incoming letter is weak and wastes your reader’s time.

Most readers skip it, looking to the second and third paragraphs to get the answer to their questions. If you step right into your subject in the first paragraph, you’ll show your reader you do not intend to waste valuable time. So get rid of any opening reference to the reader's letter and answer the most important question or give the most relevant information in your first sentence. Make your first paragraph do something other than just referring to known information - so plunge straight into your message and don’t waste your reader’s time.

For example, you could

·    answer a question

·    ask a question

·    explain an action taken

·    express pleasure or regret

·    give information

As the opening paragraph sets the tone for your letter, try to avoid using tired phrases that are wordy, give little information and create a formal and impersonal tone.

Writing a strong close to your business letter: If the average business letter starts poorly, then it invariably finishes poorly. Your closing paragraph should bring your letter to a polite, businesslike close. Typical final paragraphs in business letters invite the reader to write again or use overused and meaningless phrases that detract from the impact of the letter. Take a look at these examples of good closing sentences for business letters: 111

·    I would again apologies for the delay in replying and I trust that this has clarified the points you have raised, however, if you wish to discuss any points I have not clarified, or need any further information, you may wish to telephone or contact me accordingly.

·    I look forward to hearing from you and m the meantime; should you have any queries, please do not hesitate to contact me.

·    I regret that I cannot be of more assistance in this matter, and should you have any further queries, please do not hesitate to contact the.

Your last paragraph should do something. In a longer letter it can summaries the key points or repeat the key message. If some action is needed, explain what you want the reader to do or what you will do. Use positive words such as when not if. Make sure you avoid using weak phrases and overused business phrases in your closing paragraph.

·    Thanking you for you is...

·    Hoping for a prompt reply...

·    Thanking you in advance for your assistance...

·    Trusting this answers your questions...

·    Please do not hesitate to contact me

·    I trust this clarities the situation End your letter positively and politely.

Don’t leave your reader in mid-air, but use, the final paragraph to explain or repeat what you want your reader to do.