Business Letter
Writing a
professional, polished business letter or business email is easy once you know
the basics. Most business letters are written in a simple format that is easily
adapted to any company’s needs, and business email follows a similarly simple
format. Read on to learn more about how to make your business correspondence
look its best.
How to Write a Business Letter: The Basics
A business letter
always contains a few standard parts:
·
The date
·
Information about its
sender and recipient
·
A salutation
·
A body consisting of a
few concise paragraphs
·
A closing
·
The sender’s signature
·
The sender’s typed
name, title, and contact information
·
A list of enclosures,
if necessary
Company address:
If your company has
letterhead, you can use this instead of typing out the information. If not,
your company’s address should appear either right or left justified at the top
of the page. Write out each word in the address instead of using abbreviations.
For example:
ABC, Inc.
400 Leafy Lane
Los Angeles, California 90002
400 Leafy Lane
Los Angeles, California 90002
Date:
Write the date out
rather than abbreviating with numbers only. For example, “March 1, 2015” or “1
March 2015.” The date should be left justified and should be positioned two or
three lines above the recipient’s address.
Recipient’s name and address:
Add the recipient’s
name, their title if known, and their address. Write out each word in the
recipient’s address. This information should be left justified a few lines
above the salutation. For example:
Mr. Jack Reacher
Merchandising Manager
Craft Supply Provider, Inc.
602 Spinner’s Road
Los Angeles, California 90001
Merchandising Manager
Craft Supply Provider, Inc.
602 Spinner’s Road
Los Angeles, California 90001
Salutation:
Choose your salutation
based on whether you know the person to whom you are writing, how well you know
them if so, and the relationship’s level of formality. A salutation is more
than a simple greeting; it is an indicator of respect. There are several
options to use depending on the situation:
·
To
Whom It May Concern: Use this generic greeting only if you don’t know whom you are
specifically addressing.
·
Dear
Sir / Madam: This
is another generic greeting that should only be used if you don’t know who will
be reading your letter.
·
Recipient’s
Title and Last Name: This is a widely accepted method of incorporating a salutation
into business correspondence. Examples include: “Dear Dr. Jamison” or “Dear
Professor Williams.” The salutations “Dear Mr. Smith,” “Dear Ms. Kennedy,” and
“Dear Mrs. Rollins” are additional examples of this kind of greeting.
·
Recipient’s
First Name: Use this only if you
and the recipient already enjoy an informal relationship. An example is: “Dear
Maria.”
·
The
Recipient’s Whole Name: If the recipient does not have a title and you are unsure of their
gender, you should greet them using their entire name. For example: “Dear Pat
Brown.”
Always add a comma
after a salutation, unless you are using “To Whom It May Concern,” in which
case a colon is appropriate.
Body:
The body of your
business letter should contain a few concise paragraphs that convey your
message clearly. Strike the right tone by avoiding lengthy, meandering
sentences and getting straight to the point. If you are not sure how to start,
consider using “I am writing you regarding…” as the opening phrase.
Your reader will get
the best impression when your meaning is crystal-clear. You should explain your
position using as few words as possible an. At the same time, feel free to be
conversational if it is appropriate. Business correspondence should be friendly
and helpful if possible.
Summarize your points
clearly in the last paragraph and outline your expectations or your planned
course of action. This is a suitable place to mention that the recipient may
contact you with concerns or questions. Be sure to thank the recipient for his
or her attention to the letter or to the matter at hand.
Closing:
Like its salutation, a
business letter’s closing is an indicator of respect that should reflect the
formality of your relationship.
·
Formal
Closing: A closing such as “Sincerely,” “Yours
sincerely,” “Respectfully,” “Yours Truly,” “Regards,” and “Cordially” are
suitable for all types of business correspondence.
·
Informal
Closing: Less formal closings such as “Best wishes,”
“Warm regards,” “Best,” “Thank you,” and “All the best” are still professional,
but are best for letters to people with whom you enjoy an ongoing, friendly
business relationship.
Use a comma after your
closing, no matter which you choose. Left justify the closing.
Signature:
Leave about four lines
of text empty so you have room to sign your name. Use blue or black ink for a
clean, professional look.
Sender’s typed name and contact information:
Type your name, then
add your title on the next line. Skip a line, then type your telephone number.
On the next line, type your email address. For example:
Terry Brown
Vice President of ABC, Inc.
223-555-1212
t.brown@abc-inc.com
This information should be left justified.
Vice President of ABC, Inc.
223-555-1212
t.brown@abc-inc.com
This information should be left justified.
Enclosures (if applicable):
If you plan to enclose
anything with your business letter, type the word “Enclosures” followed by a
colon and make a note that tells the recipient what else to look for in the
envelope. For example:
Enclosures (2):
brochure, flyer
Enclosures: two brochures
Enclosures: two brochures
This information
should be left justified and should be positioned a few lines below your
contact information
Full Block Format
The Full Block business letter layout is the easiest to format. Here everything starts at the left margin, in the fact that no tabs are needed. This style is efficient and businesslike. No wonder it has become so popular.
Setting up a block style letter is quite simple, since every line starts flush with the left margin.
To format a business letter in block style:
1. Type all lines beginning at the left margin.
2. Center the letter vertically, then type the date.
3. After the date, press Enter 4 times and type the inside address. Leave 1 space between the state and the ZIP code.
4. After the inside address, press Enter 2 times and type the salutation.
5. Press Enter 2 times and begin the body of the letter.
6. Single-space the body, but press Enter 2 times between paragraphs.
7. After the last paragraph, press Enter 2 times and type the complimentary closing.
8. Press Enter 4 times and type the writer's name and address.
Semi-Block Format
The Semi-Block style's return address, date, complimentary closing and the signature line are at the center of the paper, or rather to the right of center. Everything else is flush with the left margin. Most of us are comfortable with this business letter layout as it has traditionally been the most commonly used.
Semi-block style is characterized by certain parts of the letter being offset. This is usually the header, where you put your name and address. Also, it includes the date and the signature line at the bottom of the letter. These two elements should be aligned with one another, though they are offset from the rest of the letter.
Example :
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