- If you're printing the letter to send, consider printing the letter on company letterhead. This lends it a more professional air and provides your company's logo and contact information.
- An emailed business letter should also be composed in a common font. Don't use script or colors other than black and white in a business email.
1.
The Heading or Letterhead. Companies usually use printed paper where
heading or letterhead is specially designed at the top of the sheet. It bears
all the necessary information about the organisation’s identity.
2.
Date. Date of writing. The month should be fully spelled out and the year
written with all four digits October 6, 2013. The date is aligned with the
return address. The number of the date is pronounced as an ordinal figure,
though the endings st, nd, rd, th, are often omitted in writing. The article
before the number of the day is pronounced but not written. In the body of the
letter, however, the article is written when the name of the month is not
mentioned with the day.
3.
Reference Line. Reference lines should be used when the letter refers to
several invoices, letters, or telephone conversations. They eliminate the need
to include such information in the opening paragraph. Reference lines or blocks
appear immediately below or two lines below the date line, depending upon
company preference. They can begin with RE or References. If several references
are listed, each may be preceded by a number or letter identifier to facilitate
ease of referral (by number or letter) within the body of the document. In
documents of multiple pages, reference lines may appear under the date in the
heading of all pages.
4.
The Inside Address - In a business or formal letter you should give the address
of the recipient after your own address. Include the recipient's name, company,
address and postal code. Add job title if appropriate. Separate the recipient's
name and title with a comma. Double check that you have the correct spelling of
the recipient 's name.
5.
Attention Line. The attention line in a business letter is an element whose
conventions are often misunderstood or unknown when the writer is drafting the
letter. Although it is a single formality in light of the entire document, the
incorrect format can lead to confusion by the recipient or undercut the sender’s
professional appearance.
6.
Salutation. Salutation in a business letter is always formal. It often
begins with Dear {Persons name}. Once again, be sure to include the persons
title if you know it (such as Ms., Mrs., Mr., or Dr). If you are unsure about
the persons title then just use their first name.
7.
The Subject Line (optional). Its inclusion can help the recipient in dealing
successfully with the aims of your letter. Normally the subject sentence is
preceded with the word Subject: or Re: Subject line may be emphasized by
underlining, using bold font, or all captial letters. It is usually placed one
line below the greeting but alternatively can be located directly after the
"inside address," before the "greeting."
8.
The Body Paragraphs. The body is where you explain why you’re writing. It’s the
main part of the business letter. Make sure the receiver knows who you are and
why you are writing but try to avoid starting with "I". Use a new
paragraph when you wish to introduce a new idea or element into your letter.
Depending on the letter style you choose, paragraphs may be indented.
Regardless of format, skip a line between paragraphs.
9.
Complementary Close. This short, polite closing ends with a comma. It is either
at the left margin or its left edge is in the center, depending on the Business
Letter Style that you use. It begins at the same column the heading does.
10.
Signature and Writer’s identification. The signature is the last part of the
letter. You should sign your first and last names. The signature line may
include a second line for a title, if appropriate. The signature should start
directly above the first letter of the signature line in the space between the
close and the signature line. Use blue or black ink.
11.
Enclosure. An enclosure notation reminds readers of enclosures and appears
directly under reference initials. The following are examples of enclosure
notation forms
Include information about your company. List your company name and the company address, with each part of the address written on a different line. If you're self-employed or an independent contractor, add your name either in place of the company name or above it.
- If your company has pre-designed letterhead, you can use this instead of typing out your company and address.
- If you're typing out the address, it should appear either right or left justified at the top of the page, depending on you and your company's preference.
Include the date. Writing out the full date is the most professional choice. For example, write either "April 1, 2012" or "1 April 2012." This should appear left justified a few lines below the sender's address.
Add the recipient's information. Write out the recipient's full name, title (if applicable), company name, and address in that order, with each piece of information on a separate line. If necessary, include a reference number. The recipient's information should be left justified a few lines below the date.
Choose a salutation. The salutation is an important indicator of respect, and which one you use will depend on whether you know the person to whom you're writing, how well you know them and the level of formality in your relationship. Consider the following options:
- Employ "To Whom It May Concern" only if you don't know whom, specifically, you're addressing.
- If you do not know the recipient well, "Dear Sir/Madam" is a safe choice.
- You may also use the recipient's title and last name, e.g. "Dear Dr. Smith."
- If you know the recipient well and enjoy an informal relationship with him or her, you may consider a first-name address, e.g. "Dear Susan."
- If you are unsure of the recipient's gender, simply type the whole name, e.g. "Dear Kris Smith."
- Don't forget a comma after a salutation or a colon after “To Whom It May Concern.”
Strike the right tone. Time is money, as the saying goes, and most businesspeople hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with "I am writing you regarding..." and go from there.
- Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences - your intent should be to communicate what needs to be said as quickly and cleanly as possible.
- To tighten your copy, avoid passive verbs and try not to editorialize.
Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible.
Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible - you cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know," "I mean" or "wanna". Keep the tone businesslike, but be friendly and helpful.
- If you know the recipient well, it's fine to include a friendly line sending good wishes.
- Use your judgement when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke.
- Most likely the purpose of your letter is to persuade your reader to do something: change their mind, correct a problem, send money or take action. Make your case.
Be courteous. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful.
Wrap it up. In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Note that the recipient may contact you with questions or concerns, and say thank you for his or her attention to the letter/matter at hand.
Choose a closing. The closing, like the salutation, is an indicator of respect and formality. "Yours sincerely" or "Sincerely" is generally a safe bet; also consider "Cordially," "Respectfully," "Regards" and "Yours Truly." Slightly less formal but still professional closings include "All the best,” “Best wishes," "Warm regards," and "Thank you." Use a comma after your closing.
Sign the letter. Leave about four lines empty for your signature. Sign the letter after you've printed it, or, if you're sending it via email, scan an image of your signature and affix it to this part of the letter. Blue or black ink is preferred.
Types
of Business Letter
The
various types of business letters are used by different people to serve their
purpose of sending the message across. Let’s take look at the most common types
of business letters:
1.
Acknowledgement Letter : This type of letter is written when you want to
acknowledge some one for his help or support when you were in trouble. The
letter can be used to just say thanks for something you have received from some
one, which is of great help to you.
2.
Apology Letter : An apology letter is written for a failure in delivering the
desired results. If the person has taken up a task and he fails to meet the
target then he apologizes and asks for an opportunity to improve in this type
of letter.
3.
Appreciation Letter : An appreciation letter is written to appreciate some
one’s work in the organization. This type of letter is written by a superior to
his junior. An organization can also write an appreciation letter to other
organization, thanking the client for doing business with them.
4.
Complaint Letter : A complaint letter is written to show one that an error has
occurred and that needs to be corrected as soon as possible. The letter can be
used as a document that was used for warning the reader.
5.
Inquiry Letter : The letter of inquiry is written to inquire about a product or
service. If you have ordered a product and yet not received it then you can
write a letter to inquire when you will be receiving it.
6.
Order Letter : This letter is as the name suggests is used for ordering
products. This letter can be used as a legal document to show the transaction
between the customer and vendor.
7.
Letter of Recommendation : This type of letter is written to recommend a person
for a job position. The letter states the positive aspects of the applicant’s
personality and how he/she would be an asset for the organization. Letter of
recommendation is even used for promoting a person in the organization.
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