How to Write Better Business Letters

Write a better business letter.

Writing in business is different from writing in less formal settings. Business writing gives information clearly and addresses all parties properly. To get the best results from your business-letter writing, it is wise to write, revise and revise again. Take your time writing your letter, double-checking to insure that dates and time are correct. Print your more important business letters on quality paper with easy-to-read-address information on the envelope.

Things You'll Need

• Paper
• Printer
• Word processor
• Envelope
• Pen

Instructions

1. Open up your word-processing software. Select the "Times New Roman" font at the 12-point font size.

2. Save the document, naming the file by date or client.

3. Hit the "enter" key twice, moving the cursor two lines down on the paper. Align the text to the right and type out the date. Type the date fully, avoiding abbreviations.

4. Hit the "enter" key twice to move the cursor two more lines down. Align the text to the left. The remainder of the text will be aligned to the left.

5. Write your professional name. Directly below that, write the name of your department. Add your company's address if the letter is to be mailed.

6. Two lines below your name and information, type the name of the individual recipient and, below that, the department they work in. Add an address if the letter is to be mailed.

7. Hit the "enter" key twice. Begin the letter with "Dear Sir" or "Dear Madam" as your salutation.

8. State immediately why you are writing. For example, you might start with a phrase like, "I am writing today to address the suggestion that ... " After you have stated the intent of your letter, move the cursor down a line and start a new paragraph.

9. This paragraph should include the main idea, or "meat," of your letter. For example, if you are writing to propose a solution to a problem, you would detail your solution here. Include any reasoning you believe is relevant.

10. Finish the letter with a paragraph instructing the reader as to what they will need to do next. Also be sure to tell the reader that you would like a response and when you would like it by. Include any phone numbers the reader may need.

11. Hit the "enter" key twice. Align the text in the center of your page. Write "Sincerely," then your legal name. Leave a few spaces between the legal name and "Sincerely." This will give you space to write your signature in ink once you've printed the page.

12. Hit the "enter" key until your cursor is near the bottom of the page. On the left-hand side, type your first and last initial in all caps. Add a colon, then type the first and last initial of your secretary or whoever worked on this letter for you.

13. Fold the letter horizontally, into equal thirds. Slide the letter in the envelope.

14. Address the envelope with professional-looking labels that bear the recipient's address and your return address. Place the labels neatly on the envelope.

Tips & Warnings

• Separate important information by topic. Discuss each talking point in individual paragraphs.

• Copy a third party when sending a disciplinary letter to an employee.

References

• Lousy Writer: How to Write Better Letters