Proper Office Etiquette for Writing Letters

Office letter writing requires a high level of formality.

Letter writing can be tricky. You need to judge the tone of the letter correctly, so the message does not clash with the wording. You need to use the correct level of formality, so you are not talking to a potential client with the same level of familiarity you might use with your best friend. Understanding proper office etiquette for writing letters will improve your chances of making the right impression with your client.

Formality

Office and business letters are not written in the same familiar tone used for Christmas cards to your family, or a letter to a relative. They are usually very formal to ensure that the recipient understands the content and takes it seriously. When writing letters for the office, keep slang and colloquial terms to an absolute minimum, or avoid them altogether.

Be Concise

Business people are often busy people, so get right to the point. Keep the language simple so you can make your point clearly. Start one point and finish it before going on to the next; do not deviate to discuss other matters. Business letters are concise and stay on target instead of rambling and chatty.

Professionalism

Office etiquette requires that business letters be professional. This is not limited to avoiding being impolite and refraining from potentially slanderous comments but also in their layout. Organize your letter carefully. Use a readable typeface and a traditional layout. Print the letter on letterhead, if your office has it.

The Close

How a letter ends is as important as its contents. The ending, or "close," shows the reader how much care and attention you have paid to the letter. "Dear Sir/Madam" should be closed with "Yours faithfully" or "Yours truly," while letters to a named recipient are ended with "Yours sincerely." Avoid more casual closes.

References

• Microsoft Office: Write Effective Business Letters
• Letter Writing Guide: Business Letter Writing