How to Write a Casual Business Letter

Certain business letters can be more casual

The casual business letter format is used when writing to someone with whom you already conduct business and know on a first-name basis. It is more official than a note to a friend but less official than a formal business letter.

Things You'll Need

• Personal stationery or computer with Word or notebook capabilities

Instructions

1. Make a list of points you want to cover. Sometimes writers get caught up in the wording or phrasing and forget to incorporate one or more key components. In an initial contact letter, limit yourself to main ideas without delving into specifics. If the recipient is interested in your content, he or his assistant will contact you for further details.

2. Decide whether you will handwrite or type your letter. A casual letter allows you to choose between the options; if you're unsure, typing is a safe choice.

3. Address your letter. Include the date in the top left corner and, after a space, the recipients full name, title, company and address. Skip two lines and insert your salutation. Use the informal "Dear FIRST NAME."

4. Craft an opening. A casual business letter begins with a pleasantry -- "Hope your summer is off to a fantastic start"; "It was so nice seeing you at the gala last week." -- before moving into the meat of the text.

5. Draft one to two paragraphs incorporating the idea(s) you want to cover. Be sure to include all pertinent information, such as date/time/location/cause/sponsorship levels for a fundraising party-without over-detailing: "I became interested in coral reef conservation after reading a book in middle school."

6. Include a one- or two-line closing paragraph reiterating the response you seek: "I hope you will give my request serious consideration"; "I look forward to hearing from your office." Setting this apart from the core text helps it stand out -- an important virtue if your recipient is skimming your letter.

7. Choose a closing that fits the mood of your note. As casual business letters are light in tone, common choices are "sincerely," "cordially" and "best." Capitalize the first letter and end with a comma.

8. Reread your letter for grammar, punctuation and clarity.

Tips & Warnings

• Snail mailing a business letter is more appropriate than sending it via email.

• If typing your letter, keep all text set to the left margin for aesthetic purposes.

References

• Xerox: Writing An Effective Business Letter