How to Be Courteous When Writing a Business Letter

Proper business letters are courteous and concise.

In most cases, senders can keep a courteous tone when writing business letters. When conflict arises and requires business letter communication, maintain decorum by following business letter etiquette. Adhering to structure keeps emotions in check and allows you to clearly and professionally describe the issues at hand. Display appropriate sensitivity and discretion. Whatever the reason for writing a business letter, you have a better chance of achieving your goal if you keep communication civil and polite.

Instructions

1. Address your business letter properly. Courteous business letters begin with the greeting. Know the name of the person for whom the letter is intended. Rather than beginning with a generic "Dear Sir/Ma'am," take the time to get the name of the recipient. Write "Dear Ms. Langley." Not only is such a greeting polite, your letter is more likely to find its way to the right person.

2. Identify confidential letters with "Private" or "Confidential." Neil Payne, a communication consultant, explains that "Private" assures your letter will be seen only by the intended recipient. Marking business correspondence lets the recipient know that you are discreet.

3. Initiate discussion of a dispute without recrimination or accusations. Avoid long rationalizations. Provide all information, e.g., dated documentation, needed to help the reader move toward resolution. Stick to the facts if you want the recipient to take you seriously.

4. 

   Keep business letter signatures formal.

   Keep your style formal from greeting to signature. Provide all necessary contact information. Sign with a courteous "Sincerely, (your name). If appropriate, include "cc" beneath your signature with the name(s) parties included in the communication.

References

• Side Road: Business Letter Etiquette

Resources

• Purdue Online Writing Lab (OWL): Writing the Basic Business Letter