Business Letter Writing - How to Write the Perfect Business Letter

If you're in business, or are going to be writing to a business or government office, you need to write in business letter format. Too often companies and offices receive disheveled looking letters with no format or form. There is a proper format to business letters that makes them look professional and easy to read.

Business Letter Characteristics

There's a big difference between a casual letter and a business letter. The business letter's main purpose is to present your point clearly and concisely. It doesn't beat around the bush. With this in mind, you'll put your main point in the first line. Tell the reader exactly why you are writing and what you want.

A business letter also needs to have a formal tone. Don't use slang or other expressions. On the other hand, don't pull out your thesaurus and use complicated words. Keep the tone and your vocabulary professional, yet understandable.

The Parts of a Business Letter

Business letters follow a specific format. Any missing parts will be quickly noticed by the recipient, and might get your letter tossed or put aside.

The first part of your letter is the heading, or letterhead. You should type your name, address, phone number and (if necessary) your e-mail address at the top of your page. Some people like to center their letterhead for a more professional look.

Next will come the recipient's address. This goes on the left side of the page. On the first line, type their name. Then on a separate line add their title, like Human Resource Manager, if they have one. Next add the address and phone number.

The date follows the recipient's address and on the next line you'll need a salutation. Typically you'll address your letter Dear Mr. Smith:. Make sure to add the colon following the name. If you don't know exactly whom your letter is going to, then address the letter To Whom It May Concern:.

Next comes the body of your letter. Use short paragraphs and don't indent the lines. After you've gotten your point across, it's a good idea to summarize the purpose of the letter in the last paragraph.

All you have left is the closing. You can use the old standby "Sincerely." Other options are "Yours faithfully" or "Regards."

Sending Your Business Letter

Make sure to proofread your business letter very carefully before you send it. Watch for errors in spelling and grammar. It can help to have someone else read it for you before you send it.

Print out a clean copy on nice paper. This is especially important if you're applying for a job. You'll want to make sure there are no ink smudges or other printing errors on the copy that you send. Finally, either print out an envelope or neatly hand address one. Fold your letter in thirds, starting with the bottom, then covering that fold with the top third of the paper.

When you follow all of these steps, your business letter will be well received.

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