How to Write an Introductory Business Letter
Writing a business letter can be a daunting task. Often, you are writing to someone who has little time to read letters from strangers. How can you capture the attention and present your request or idea?
If you take the time to carefully format and write your business letter, you have little to fear. Whether you are applying for a job, requesting funding or seeking a contact in a specific industry, a concise and well-planned business letter is an invaluable tool that is easy to write. A little research, thoughtful writing and time to edit are all you need to find success in your professional quest.
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Things You'll Need
- A computer with word processing software Professional paper and envelopes
Instructions
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Have the facts straight and be knowledgeable. Before you begin writing, make sure you have all of the information you need. Do you know the official title of the person to whom you are writing? More importantly, is she the right person to approach? Through Internet research and networking contacts, find out the best recipient for your letter. Be sure to have the correct spelling of her name. Nothing sinks your chances faster than spelling a person's name wrong.
Also, find out as much as you can about the firm, company or corporation to which you are writing. You don't want to give the impression that you are sending generic form letters. Familiarize yourself with the corporate culture of the company and what it does in the marketplace. -
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Format your letter in a neat and understandable way. There is no 100 percent correct way to format a business letter; you have some leeway, but your letter should look professional and it must make sense. A generally acceptable format includes your name, address and phone number; the recipient's information; the date and your greeting. All of this material is justified to the left margin.
The paragraphs in the body of your letter should not be indented. Instead, paragraphs should stay flush to the left and be separated by one blank line, which helps make the organization of your letter clear to the reader.
Close with a simple, professional salutation and be sure to type your name and leave space for an official signature, in black ink. -
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In the body of your letter, make it easy for the reader to understand who you are and what you want. Don't be shy; in the first sentence, explain who you are and why you are writing. A professional's time is valuable and the quicker you explain why you are writing, the better. Don't get wrapped up in justifying or supporting your argument or request in the first couple of sentences. All you have to do is give him a reason to keep reading. If you are clear with your intentions, the reader will appreciate it and will be more likely to help you with your funding request, job search or networking.
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Once you have explained what you need from the reader, give yourself the greatest chance of success by using concise, active language in the body of your letter. Make sure you do not repeat yourself too much. Use intelligent, lively verbs and avoid business jargon that you would not normally use. You want the reader to get an idea of who you are as a job candidate or investment partner. Avoid using slang and language that is vague or ambiguous.
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Edit and proofread your letter. This is the time to be most vigilant and professional.
Look for grammar and spelling mistakes. Check the spelling of towns, names and companies. Read the letter while pretending to be part of your target audience. Does the letter sound too wordy? Too simple? Does it begin to wander and repeat itself towards the end? Rewrite if things don't feel right. -
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Once you are ready to put your letter in the envelope, proofread it again. You will be surprised at the errors and typos that slip through. Often, letting the letter sit for a half a day or so before your final proofreading reveals additional errors.
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Tips & Warnings
Even if you are sending your letter as an email, use proper formatting. Type the letter in a word processor as if you were going to print it for mailing and then copy and paste it into the body of an email. Use the best paper you can afford. It shows the potential client or employer that you are serious about yourself and your business relationships.
Be conscious of gender. Never begin your letter with something gender exclusive, like "Dear Sirs." Also, if the recipient has a ambiguous first name (like Sam or Chris), find out if the addressee is a man or a woman; you don't want to write "Dear Ms. Smith" to a male. Be careful not to be too informal or familiar in your letter. It is better to err on the side of formality, as long as you avoid sounding like a robot.
