Business Letter Writing - How to Write

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Business letter writing is all about being formal and choosing your words correctly. Not every self-proclaimed writer is good at business letter writing because the target readers are not the casual, every day readers. This type of letter is aimed for companies, organizations, businesses or parties from high ranking social classes. There are different types of business letters, but the format remains the same. It may seem difficult at first, especially if you're not the formal type, but business letter writing is actually very easy to learn.

Sender Information - The sender's address and other contact details should be placed at the upper left part of the letter.

Date. The date when the letter was made should follow.

Recipient Information. State the name of the company, if you're writing to an individual, acknowledge his or her position in the company then write the business address.

Greeting - Usually, the first name of the individual being written to is not used in the gretting.

• Use "Dear Sir" or "Dear Madam" if you do not know the names of the people you are writing to.

• As much as possible use "Ms" for women unless you are specifically told to address them as "Mrs" or "Miss". If the recipient goes under a title, such as Dr. or Gen. use those instead.

• The greeting should be ended with a colon, not a comma.

The Body of the Letter - Make sure that you are direct to the point. Be concise about the reason you are writing the letter. Do not use vernacular terms, a business letter should be formal. Avoid using shortened form of words, instead of using "won't" use "will not".

• The first part of the letter should state a reference for your reason to write.

With reference to our meeting scheduled the other day,
• Next you should state what you want. It could be for apology, confirmation or an inquiry.

I would like to apologize for not being able to join you.
• The next statement should be written in a different paragraph. It should contain a request or a confirmation for a request, if you have any.

Could we make an appointment once again for another date?
• If another contact is to be made or if the mail has an attached document, address it before the closing.

If you are interested, please give us a call immediately.
• Close your letter with a thank you.

Thank you for your consideration.
• Finish the letter with a formal valediction with your name, and signature.

Yours Sincerely, Yours Truly etc.

Forms and Spacing.
• Use block style, paragraphs should not be indented.
• A single line should be used to separate two elements or paragraphs.
• Use two to three lines to separate the sender's information and the date.
• After the date, use three to four lines before the details of the sender.
• After the valediction, use blank lines for the sender's signature.

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Jane Sumerset has 1 articles online

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This article was published on 2010/03/31