How to Write a Business Letter & How to Format it in a Professional Way.
How to Write a Business Letter: Business communication is the key to running a profitable, respected company. A business letter is a daily ritual for many businesses and their employees. A business letter can make or break a business deal, and obviously, a well-written letter is better able to seal the deal.
A business letter is a formal document often sent from one company to another or from a company to its clients, employees, and stakeholders, for example. Business letters are used for professional correspondence between individuals, as well. This article will guide you on how to write a business letter.
Sections of a Business Letter
Each section of your letter should adhere to the appropriate format, starting with your contact information and that of your recipient’s; salutation; the body of the letter; closing; and finally, your signature.
Your Contact Information
Your Job Title
City, State Zip Code
Your Phone Number
Your Email Address
The date you’re penning the correspondence
Recipient’s Contact Information
The Company’s Address
City, State Zip Code
Use “To Whom It May Concern,” if you’re unsure specifically whom you’re addressing.
Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the recipient.
Use “Dear [First Name],” only if you have an informal relationship with the recipient.
Use single-spaced lines with an added space between each paragraph, after the salutation, and above the closing.
Left justify your letter (against the left margin).
Keep your closing paragraph in two sentences. Simply reiterate your reason for writing and thank the reader for considering your request. Some good options for your closing include:
If your letter is less formal, consider using:
All the best
Write your signature just beneath your closing and leave four single spaces between your closing and your typed full name, title, phone number, email address, and any other contact information you want to include. Use the format below:
I would love to invite you to attend our upcoming career networking event for the female Writers’ Forum. The event will take place on the afternoon of the 1st of November 2020. We want to provide an opportunity for our female writers to get past gender inequality and get a chance to convey their thoughts to the world via writing and to meet other great writers in the region who may be searching for potential recruits for writing opportunities.
The event will take place at Ejagine Events Centre Uyo, and will last about two to three hours. Please let me know at your earliest convenience if you have an interest in attending or sending a company representative to meet with our participants, and I will reserve a table for you.
Thank you for your time and I hope to hear from you soon.
(signature hard copy letter)
Victoria Emmanuel Akpan
Senior Writer & Editor
What to Consider when Writing an Effective Business Letter
Use a professional tone:
Save casual, chatty language for email – your printed business letter should be friendly but more professional.
State your point early in your letter. To avoid any miscommunications, use straightforward, concise language. Skip the industry jargon and instead choose lively, active words to hold your reader’s attention.
Organize your information logically:
Group related information into separate paragraphs. In a long, information-packed letter, consider organizing information into sections with subheads. You may want to highlight keywords to make them “pop” – this technique is possible with most word-processing programs and your color multifunction printer.
Use Color To Emphasize Words In Text:
It’s easy to put a few words in color to draw attention to them. Just select the type and click the arrow to the right of the Font Color button, choose the color you want, then click the button. Or, try highlighting a few words in the text. Select the type you want to emphasize, then click the Highlight button.
Note: When highlighting parts of a document you intend to print, use a light color such as yellow, light green, or light blue. If you wish to remove the highlighting, select the text and click the Highlight button again.
Establish a positive relationship with your reader right away. If you have a connection to the reader – you’ve met before or had a mutual colleague, for example – mention it in your introductory paragraph. Whether you think your reader will agree with the point of your letter or not, it is important to find common ground and build your case from there.
Understand your reader
Understand your reader well enough to anticipate how he or she will react when reading your letter. Address his or her needs or wishes, or a specific problem, and then outline your solution. Provide proof in the way of examples and/or expert opinions to back up your point. Make sure to maintain a friendly tone.
Conclude your letter with a “call to action.”
State clearly what your reader needs to do or believe to achieve the desired solution and then state what you, the writer, intend to do next to follow up.
Proofread your letter:
All your careful crafting and printing can’t cover up spelling or punctuation errors, which leave a lasting negative impression.
Now that you’ve learned the secrets of writing an effective business letter, you’re ready to start composing. Good luck!