How to Write a Business Letter

So you want to write a business letter, but you're not sure what the proper protocol is? Here are nine easy steps to writing a proper business letter.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• computer
• printer
• paper
• envelopes or email
• the name and mailing address/email address of the person/business to whom you are writing

1. At the top right-hand corner of your letter, type your street address, city, state, zip code, and the date. For example:
   123 Main Street
   Yourtown, Virginia 54321
   January 1, 2010
2. Skip 4 lines.
   Type the name, job title, business name, and address of the person to whom you are writing. For example:
   Jane Doe, President
   ABC Company, Inc.
   456 Washington Avenue
   Anywhere, Minnesota 98765
3. Skip 3 lines.
   Next, for your salutation write "Dear Ms. Doe:" and be sure to use a colon.
4. Avoid clichés and being overly formal. Use short and clear sentences. Make sure your sentences each start out with something different. If they all begin with "you" or "I," your letter will start to sound repetitive.
5. Skip two lines.
   Close with something like "Sincerely," or "Sincerely Yours."
   Skip 4 lines.
   Type your name and title (if any).
6. At the bottom of the letter, you may need to put one or more of the following.
   
   * "MES:jta" An identification line. The first initials are the author's, while the second are the typist's.
   
   * "Encl: Resume" This is an enclosure line for any included documents.
   
   * "cc: Mr. James Whittington, Dr. Anna Taylor" This is a copy line in case there is someone else receiving a copy of the letter
7. Proof read. Again.
8. When reviewing your letter, consider it as if you were on the receiving end.
9. Once you have printed your letter, sign your name in the space between the close and your typed name. Be sure to use a fine black ink pen which gives a more professional look than, say, blue ink.