by Writing an effective business letter is an important skill no matter what type of job you hold. Although business communications have become much more casual with the advent of the Internet and email, there are still times when a formal letter is required. Understanding the basics of business letter writing can help you ensure that your letter is clear and concise.
Neat and Clean
Business letters should be neat and error-free. Some companies mandate a standardized format and font to ensure uniformity of company correspondence. If that’s the case at your company, find out if a business letter template is available. Use of a template will make it simple to follow the company format. If your company doesn’t use a template, follow basic business letter format. Type the recipient’s address at the top left of the page. Skip a line and type the date. Start the letter with Dear Mr., Ms. or Mrs., unless you are very well acquainted with the recipient. Skip a line between each paragraph and close the letter with “Sincerely” followed by your name and title.
Make Your Point
Use the opening paragraph to briefly explain the purpose of the letter. Your first sentence might read, “A recent review of construction purchase orders revealed several cost overruns,” or “We would like to offer you a 15 percent discount on your next printing job.” State the purpose clearly and avoid jargon or highly technical language. If a secretary or assistant reads the recipient’s mail, you’ll want to make sure that person understands the significance of your letter, even if she doesn’t have a technical background.
Details, Details, Details
Expand upon the first paragraph with more details. You might mention that cost overruns occurred during construction of the building’s elevator shafts or note that the 15 percent discount applies to printing jobs costing more than $100. Short, concise letters might be more likely to be read, but make sure you provide enough details so that the recipient fully understands the reason for the letter. Keep in mind that the tone of your letter can affect the way the reader perceives it. The Purdue Online Writing Lab suggests using positive words as much as possible and focusing on what your company can do, rather than what it can’t do.
Finish your letter with a request that asks the recipient to take some kind of action. For example, you might write, “Please provide me with the most recent cost projections by Tuesday,” or “Call me to take advantage of your discount.” Provide more than one way for the recipient to get in touch with you, such as a telephone number and an email address. Before you sign the letter and put it in the mail, be sure to review it for spelling and grammar errors.
