5 Tips to Writing a Proper Business Letter


With business, comes huge responsibility and interactions with many customers, clients and other parties. Though the style of the letter depends upon the relationship between the parties, but a normal basic letter has quite a standard style which is kind of standardized. Following are the guidelines to writing a proper business letter:

1. UNDERSTANDING THE FORMAT:

No matter what is the purpose, as discussed earlier we have a few standards to follow regarding the whole structure of the letter. Business letter should be usually composed in common fonts such as Arial or Times New Roman. Also another important thing to remember is to employ Block Paragraphing. This means that the new paragraph should be started by hitting “return” button twice.

2. INFORMATION ABOUT YOUR COMPANY AND RECIPIENT:

One should list the name of the company and the company address, with each part of the address written on a new line. If this is written by someone who is self-employed, the person can add their name instead of the company’s name. While sending the letter to an international location, one should type out the country in capital letters. The date is written which appears left justified a few lines below the address of the sender.

The recipient’s address block starts with the recipient’s full name, any title, company’s name and address with each piece of information on a new separate line. It is a little essential to specify the name of the actual person to whom the letter is addressed to. If one doesn’t know the name, he/she should do some research, so that in this way the correct person must be able to respond to the letter.

3. SALUTATION:

The salutation is a very accurate description and an important indicator of respect and depends upon the formality of the relationship between the sender and the receiver. If you don’t know the recipient well, “Dear Sir/Madam” can be an appropriate salutation. For a more informal salutation we can use the name of the recipient as like, “Dear James”. Any uncertainty regarding the gender of the recipient can be resolved by writing the full name of the person preceded by ‘Dear’, for example “Dear Sam Houston”.

4. THE BODY OF THE LETTER:

Businessmen are quite busy people. They believe in “Time is Money” psychology. The tone of the letter should be striking, brief and purely professional. Use of personal pronouns is very much encouraged like, “I”, “You”, and “We” etc. The content of the letter should be correct and concise, and the reader should be easily able to grasp the details and motive of writing the letter. Using active voice will make the letter more straight to the point and precise. Keeping the tone business like is a must, but certainly a sense of helpfulness.

5. CLOSING THE LETTER:

Closing the letter is as crucial as the start and content. Choosing a closing totally depends on the sender’s attitude. Formal Closings usually include “Yours Sincerely” or “Yours Truly”. Slightly less formal closings which can be professionally used are: “Warm Regards”, “Thanking You”, “In Anticipation” etc.

Sign the letter once done with the apt closing. If the letter is to be sent via an email, do scan an image of your signature and affix it to this closing section of the letter. Beneath the signature, there should be name and contact information of the sender. In the end, enlist any enclosures made like any certificates, files etc.

This is a very basic description of how the business letter should be approached. The idea is to create a perfect letter so that the aim or objective of sending the letter is achieved and thus building up a good impression.


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