Steps for Writing a Business Letter
Make a list of all the information that will be included in the letter. To be brief, delete any extra adjectives and adverbs.
Try to be succinct so that the letter can fit onto one page. Set out the letter using a wide margin setting. Position your address, the receiver’s address, and the subject of the letter in the correct places. The subject is centered over the first paragraph.
Start by stating the reason why you are writing.
In order to make sure the main points of the message are clear, put the important parts of the message in three central paragraphs.
Most Useful business letters
Letter have a letterhead, which contains all the contact information of the sender. The message must be placed in the middle of the page under the letterhead between a greeting and a salutation. The greeting usually starts, “Dear Name.” Always address the person by their formal name. It is “Dear Smith Hoggard” and not “Dear Smith.”
The salutation is usually formal, such as “My best regards,” or “Yours faithfully.”
Type your full name in upper Formal Letter Format case letters below your signature, if necessary.
Letters are usually formatted in block style, with no indents, and all lines aligned to the left. Writing that is aligned left is always more legible than justified paragraphs.
Key Points to Consider Business Letter
The traditional format of a business letter is important: those who receive business letters expect them to be set out in a particular way.
The correct tone of a business letter is unassuming but confident. It is unprofessional to write long sentences, or to take a long time to get to the point.
Personal topics, such as family news or casual felicitations should be kept out of business letters.
It is not wise to use contractions, slang, jargon, or to use a conversational tone.
Lengthy descriptions have no Business Letter Example place in a business letter. Sentences must be brief and to the point, without embellishment, flattery or extra phrasing.
Do and Don’t When You Compose Business Letter
Do remember to use the correct traditional layout.
Do check all details. Mistakes in addresses, telephone numbers, or email addresses could mean the letter does not reach its destination, is confusing to the recipient, or shows the sender to be negligent or forgetful.
Do fold the sheet of paper in thirds to fit into the right size envelope.
Do use the best paper and black ink.
Do start and finish with an interesting phrase without being too flowery.
Do make sure the date on the letter is the same as the mailing date. That is, a letter should be posted the day the final draft is written.
Don’t use a personal style – business letters are impersonal and formal.
Don’t include details unless they are relevant to the main reason for sending the letter.
Don’t use clichés or hackneyed phrases. Make sure your idioms are correct.
Don’t forget that grammar, punctuation, syntax and word choice affect meaning, and must impress the recipient with your language skills and abilities.
Don’t neglect the essential steps of drafting, editing, checking, and proofing your business letter.
Don’t use all caps or emphasize too much in italics.