Purpose of Business Letters

While phone, fax and email have become primary communication methods in business, the business letter is still an important way of conveying instruction and information in a formal manner. There are a number of reasons why you would send a business letter in order to communicate with people both inside and outside the company.

Uses

Resumes and CVs are often sent with a covering letter.

There are a number of instances where a business letter would be used. If you are making a complaint against another business or person, then detailing your grievances in a letter will begin the process of rectifying any problems, and provide the basis for legal action if the reply is not satisfactory. Letters can be sent to thank clients or employees for custom or hard work, or to potential employers as a covering letter for a CV or resume.

Format

Letters should be clearly legible and well formatted.

Business letters never use colloquial language, instead being written in a formal tone. They are often sent on letterhead paper, which will give the recipient contact details if she wishes to respond. A good business letter will be written in a font that is legible and clear, and avoid the use of colors. The generally accepted font for a business letter is Times New Roman size 12.

Components

A number of components go into creating a letter.

Every business letter will contain a number of components. A date should appear at the top of every letter, as well as the recipient's address. Including the sender's address is optional, but this will probably be included as part of the letterhead paper.

The letter begins with a salutation, referring to the recipient as "Mr." or "Mrs.," avoiding reference to the recipient by first name alone. The body of the text will have a blank line between each paragraph, and follow a logical sequence. The letter is then concluded by your full name and contact details.

Benefits

Letters, especially handwritten, are more personal than emails.

A business letter is a more formal means of communication than email or fax, and therefore presents your company in a better light if used correctly. If a letter is sent to an individual, with a handwritten signature, the recipient is more likely to feel valued by the company than he would if he had received a standard email or fax.

Disadvantages

Letters can sometimes go missing on the way to their destination.

The main disadvantage of sending a business letter is that it is not an instantaneous means of communication, and it can take one or two days for the recipient to receive their letter in the mail.

There is also a risk of the letter becoming lost in the mail and never being received, which could cause future problems or inconvenience if the letter relates to an order being placed, or a job application.

References

• Purdue OWL: Writing the Basic Business Letter