How to Write a Professional Business Letter?
The rapid rise of email has left many people unsure of the correct protocol when writing a business letter. In fact there are a number of formats that can be used for professional business letters. One format is detailed below.
1. Your company's name, address, telephone number and email address should be printed, including the company logo if applicable, or typed at the very top of the first page in the center of the letter. Do not include your own name or job title here.
2. Following your company name and contact details leave two lines blank. On the left-hand side of the page type the reference number of the letter. Leave another two lines blank and type the date (also on the left-hand side of the page), any standard date format is acceptable. If there is no reference number just type the date.
3. After the date leave two lines blank. On the left-hand side of the page type the name, job title and address of the person you are writing to.
4. After the recipients address leave two lines blank. Type the opening salutation, e.g. Dear Mr. Doe.
5. Following the salutation write the body of the letter, i.e. what you want to say to the recipient. Rather than indents, use block style for paragraphs. Open the letter by indicating the reason for the letter, e.g. 'With reference to your letter dated... I am writing to confirm that I will be pleased to...' Use formal language, e.g. use 'I will' rather than 'I'll.'
6. End the letter with a closing salutation. If you used the name of the person to begin the letter then close by stating 'Sincerely' or 'Yours sincerely.' If you began the letter with 'Dear Sir/Madam' then the letter is closed 'Yours faithfully.'
7. Under the closing salutation write your signature. Under your signature type your name and job title.
Following these guidelines will ensure you produce a professional business letter.
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1. Your company's name, address, telephone number and email address should be printed, including the company logo if applicable, or typed at the very top of the first page in the center of the letter. Do not include your own name or job title here.
2. Following your company name and contact details leave two lines blank. On the left-hand side of the page type the reference number of the letter. Leave another two lines blank and type the date (also on the left-hand side of the page), any standard date format is acceptable. If there is no reference number just type the date.
3. After the date leave two lines blank. On the left-hand side of the page type the name, job title and address of the person you are writing to.
4. After the recipients address leave two lines blank. Type the opening salutation, e.g. Dear Mr. Doe.
5. Following the salutation write the body of the letter, i.e. what you want to say to the recipient. Rather than indents, use block style for paragraphs. Open the letter by indicating the reason for the letter, e.g. 'With reference to your letter dated... I am writing to confirm that I will be pleased to...' Use formal language, e.g. use 'I will' rather than 'I'll.'
6. End the letter with a closing salutation. If you used the name of the person to begin the letter then close by stating 'Sincerely' or 'Yours sincerely.' If you began the letter with 'Dear Sir/Madam' then the letter is closed 'Yours faithfully.'
7. Under the closing salutation write your signature. Under your signature type your name and job title.
Following these guidelines will ensure you produce a professional business letter.
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Tips for better Letter Writing:
Letter writing is an artful skill that plays an influential role in everyone's life. Everyone at some point or other has to write a letter for varied reasons. Whether its an employment letter, letter of invitation, appreciation letter, apology letter, appointment letter, or any other kind of letter, each one of these need a specialized format and structure to create a perfect letter.
Here are some effective tips for good letter writing:
1. AVOID BIG WORDS - Some writers prefer to use big, important-sounding words instead of short, simple words. This is a mistake; fancy language just frustrates the reader. Write in plain, ordinary English and your readers will love you for it.
2. PREFER THE SPECIFIC TO THE GENERAL - Your readers want information — facts, figures, conclusions, and recommendations. Do not be content to say something is good, bad, fast, or slow when you can say how good, how bad, how fast, or how slow. Be specific whenever possible.
3. BREAK UP YOUR WRITING INTO SHORT SECTIONS - Long, unbroken blocks of text are stumbling blocks that intimidate and bore readers. Breaking up your writing into short sections and short paragraphs makes the text easier to read.
4. USE VISUALS - Drawings, graphs, and other visuals can reinforce your text. In fact, pictures often
communicate better than words; we remember 10 percent of what we read, but 30 percent of what we see. In the days when letters were written on typewriters, the idea of using visuals was out of the question. Today, software makes it relatively easy to add a chart, table, or graph to your letter. Why not do so, if it helps get your point across in a clearer and more persuasive fashion?
5. USE THE ACTIVE VOICE - Voice refers to the person speaking words or doing an action. An “active verb”
stresses the person doing the thing. A “passive verb” stresses the thing being done. In the active voice, action is expressed directly: “John performed the experiment.” In the passive voice, the action is indirect: “The experiment was performed by John.” When possible, use the active voice. Your writing will be more direct and vigorous; your sentences more concise.
Here are some effective tips for good letter writing:
1. AVOID BIG WORDS - Some writers prefer to use big, important-sounding words instead of short, simple words. This is a mistake; fancy language just frustrates the reader. Write in plain, ordinary English and your readers will love you for it.
2. PREFER THE SPECIFIC TO THE GENERAL - Your readers want information — facts, figures, conclusions, and recommendations. Do not be content to say something is good, bad, fast, or slow when you can say how good, how bad, how fast, or how slow. Be specific whenever possible.
3. BREAK UP YOUR WRITING INTO SHORT SECTIONS - Long, unbroken blocks of text are stumbling blocks that intimidate and bore readers. Breaking up your writing into short sections and short paragraphs makes the text easier to read.
4. USE VISUALS - Drawings, graphs, and other visuals can reinforce your text. In fact, pictures often
communicate better than words; we remember 10 percent of what we read, but 30 percent of what we see. In the days when letters were written on typewriters, the idea of using visuals was out of the question. Today, software makes it relatively easy to add a chart, table, or graph to your letter. Why not do so, if it helps get your point across in a clearer and more persuasive fashion?
5. USE THE ACTIVE VOICE - Voice refers to the person speaking words or doing an action. An “active verb”
stresses the person doing the thing. A “passive verb” stresses the thing being done. In the active voice, action is expressed directly: “John performed the experiment.” In the passive voice, the action is indirect: “The experiment was performed by John.” When possible, use the active voice. Your writing will be more direct and vigorous; your sentences more concise.