How to Write a Business Letter
Business Letter properties
There is a big difference between a casual letter and a business letter. The main purpose of the business letter is to present your point of view clearly and precisely. It’s not about the bush. With that in mind, place your main point in the first line. Tell the reader exactly why you write and what you want.
A business letter must also have a formal tone. Do not use slang or other expressions. On the other hand, do not pull out your thesaurus and use complicated words. Keep the tone and vocabulary professional and yet understandable.
The parts of a business letter
Business letters have a specific format. Missing parts are quickly noticed by the receiver and can be thrown away or put away.
The first part of your letter is the headline or the letterhead. You should enter your name, address, telephone number and (if required) your e-mail address at the top of your page. Some people like to center their letterhead for a more professional look.
Next comes the address of the recipient. This goes on the left side of the page. Enter your name in the first line. Then add the title in a separate line. B. Human Resource Manager, if available. Next, add the address and phone number.
The date follows the address of the recipient and in the next line you need a salutation. Normally address your letter Dear Mr. Smith:. Make sure you insert the colon after the name. If you do not know exactly who your letter is going to send the letter to.
Next comes the body of your letter. Use short paragraphs and do not indent the lines. After clarifying your point of view, it is a good idea to summarize the purpose of the letter in the last paragraph.
You only have the degree. You can use the old standby mode “Sincerely”. Other options are “Sincerely” or “Sincerely.”
Send your business letter
Read your business letter carefully before sending it. Pay attention to spelling and grammatical errors. It may be helpful if someone else reads it for you before you send it.
Print a clean copy on beautiful paper. This is especially important when you are applying for a job. You should make sure that the copy you send does not contain any ink stains or other typographical errors. Finally, you can either print an envelope or address it by hand. Fold your letter in one-third, starting with the bottom, and then cover this fold with the top third of the paper.
If you follow all these steps, your business letter will be well received.