What Is the Purpose of a Personal Business Letter?

Personal business letters have suggested guidelines.

A personal business letter is from an individual on behalf of himself versus an individual on behalf of a company. It is not sent on letterhead and is usually less formal than a traditional business letter. Personal business letters have a variety of different purposes and can be sent to banks, credit card companies and more.

Significance

A personal business letter can accompany an application.

A personal business letter is sent from an individual to a company. It is not a friendly letter that you would send to a colleague or acquaintance, but rather a purpose-driven letter to an organization. It seeks to explain a situation and/or asks for a remedy to that situation. It can also be used as a cover letter when applying for a job.

Examples

Send personal business letters to credit card companies.

In addition to being used as cover letters, personal business letters can be sent to credit card companies or banks to dispute charges. They can also be sent to retail stores to compliment them or to voice a grievance. The letter is personal because it is being sent on by an individual yet businesslike because it is being sent to an organization.

Formatting

Personal business letters are less formal than business letters.

Use block or easy-to-read fonts in personal business letters. The sender's address goes in the upper right corner, while the organization receiving the letter goes underneath, but on the opposite (left hand) side. The body text is written in full-block style; that is, the first line in each paragraph is not indented. The closing paragraph should be short and include information necessary for follow-up.

Closing

Close a personal business letter properly.

End personal business letters with a traditional closing such as "Sincerely." Space four times in order to allow space for a handwritten signature, then type the sender's name below. If there are enclosures, make note of them below the sender's typed signature so that the recipient knows to expect additional information. If individuals are to be carbon-copied on the letter, note that below the enclosures with a "cc:" and those recipients' names.

Documentation

Keep a copy of all documents sent.

Personal business letters that are intended to settle disputes should be documented. Senders should make copies of all materials being submitted in order to have proof of their claim. In the event that the letter is misplaced or lost, the sender may produce their copy for justification.

References

• Personal business letter format
• Personal letter writing wormat