How to Write Ideal Business Letters
Many people need to write some form of business letter at some point in their lives. There are many forms of business letters, including application/cover letters, acceptance letters, collection letters, complaint letters, proposal letters and refusal letters. The business writing style is typically different from other types of writing styles. It needs to be direct, succinct and factual. Most business letters also take on a formal tone. No matter what type of letter you need to write, there are specific techniques and tips to create the ideal business letter.
Other People Are Reading
Instructions
-
-
1
Create a heading for your letter, including the your name or your company name, the recipient's name and address and the date. Begin your letter with a formal greeting, such as "Dear X."
-
2
Write an introduction that clearly states the purpose of your letter, along with any necessary background information, such as "I saw your job posting on X website, and I believe I would be the ideal candidate for the job." It's acceptable to write in the first person (using "I" as a subject) in business letters.
-
-
3
Use a buffer sentence in the introduction, such as "Thank you so much for your interest in our company," if you are breaking bad news to the reader.
-
4
Try to keep the letter in active, rather than passive voice. An example of active voice is, "I received a crumpled and misshapen package from your company." An example of the passive voice is, "The mailed package was crumpled and misshapen when it arrived."
-
5
Keep the letter short and simple. Aim for a one-page letter. Remember that many receivers will only scan the letter, so place the most important sentences at the beginning of paragraphs.
-
6
Be considerate and polite in your writing. Avoid using angry emotions and stay logical.
-
7
State your desired objective clearly. If you're writing a complaint letter, ask for a refund. If you're writing a proposal letter, ask for a face-to-face meeting. If you're writing a cover letter, ask for an interview.
-
8
Close the business letter formally. Be sure to thank the reader for his time. Include all relevant contact information, such as your name, mailing address, email address and phone number, in case the reader has further questions or needs to contact you.
-
1
Tips & Warnings
Use spell-check, but be sure also to proof-read you letter carefully. Spell-check will not catch every spelling error. No one will take you seriously if your letter contains spelling and grammatical errors.
Use a formal company letterhead if you are writing on behalf of your organization.
Sign your letter in ink.
