business letter writing
A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.
It is importance that the contents be tailored to fit the target audience when you write business letters. There are two types of business letters: one is business to business and the other is business to consumer. business to business letters are the most common type of the business letters which are written in a formal tone. However, business to consumer letters usually use aconversational tone.
The elements of good business letters are clear, concise & correct, courteous, conversational, convincing, and complete. The following is how to implement these elements:
1. Clear & Concise: don't try to be clever because most attempts at cleverness simply confuse the reader and drag the word count along to exaggerated numbers. Cleverness is for copywriting, not business letters.
2. Correct: Don't give false information.
3. Courteous: Be professional. Don't write the letter as if it were going to be delivered to your college beer buddy.
4. Conversational: Write how you speak, while remaining professional.
5. Convincing: Persuade the recipient to support your point.
6. Complete: Be sure to see your point through from beginning to end.
A good business letter is polite, straightforward and brief. If possible, it should be limited to one page. Because it is so brief, a business letter is often judged on small, but important, things: format, grammar, punctuation, openings and closings.
Some business letters have the promotional function which are used to motivate consumers to react to an offer made via direct letter or email. The skill of writing letters is not always an easy one to acquire, yet letter writing remains an important activity in our business. The first impression left by our letter is not only critical to the success of our message, but also to the image we wish to present.
A well-written business letter builds trust and confidence on a company and a brand. Each sentence within the letter should be well selected because a business letter can increase your image with prospective and presented clients. By providing valuable information, the readers will recognize you as an expert in your field or product.
Last but not least advice is to give yourself adequate time to write a letter, which will help you to ensure that your business letter writing is as good as possible.
General Format of business letter:
1. Sender's address & contact information
2. Date of writing
3. Recipient's name, title, company, & address
6. Message (body of the letter)
8. Sender's signature
9. Sender's name, title, company
In some situations, a business letter may also include the following optional information:
1. Enclosures (Encl.: or Enc.:)
2. Carbon Copy Recipients (cc:)
3. Reference Initials (of the typist, if different from original author of letter)
Template of business letter:
[RECIPIENT W/O PREFIX]
(Optional) Attention [DEPARTMENT/PERSON],
Dear [RECIPIENT W/ PREFIX]:
[VALEDICTION (Sincerely, Respectfully, Regards, etc.)],
Enclosures ([NUMBER OF ENCLOSURES])
cc: [CC RECIPIENT], [CC RECIPIENT TITLE]
[CC RECIPIENT], [CC RECIPIENT TITLE]
If you need more info about business letter writing or other types of writing, please go to our Writing tips section
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