At some point in your life, you might have been assigned to write a business letter. Due to the nature of how fancy it sounds, you might have been very intimidated by the task. There’s absolutely nothing to worry about as putting together a business letter is not rocket science.
Here are a few “rules and regulations” you can adhere to master the art of writing business letters.
This contains the company’s address and the name of who wrote the letter. If you either use the company letter-heading or just a plain white sheet of A4 paper, having the postal address of the company and name of the person writing is a must.
What is an official document without a date? Definitely not a business letter. Always include a date so the letter can easily be filed easily for future reference.
𝗥𝗲𝗰𝗶𝗽𝗶𝗲𝗻𝘁’𝘀 𝗡𝗮𝗺𝗲 𝗮𝗻𝗱 𝗔𝗱𝗱𝗿𝗲𝘀𝘀
It is very important that your business letter states who you are sending it to and the address of the person. Address the recipient in his/her job appropriate title as necessary.
If possible, do include a reference number. It could be an invoice number/customer number or the date of the previous letter. Don’t worry though if you don’t have any of the above, you can always mention in the subject matter in the very first paragraph of the letter.
Using the correct salutation depends on how familiar you are with the addressee and the reasoning of the letter. Using the recipient’s last name is more formal and is preferred unless you are on first-name basis with the recipient. If you are unsure of the recipient’s gender, simply write “Dear” followed by their full name. If you don’t know the person at all it is advised to write “To Whom It May Concern”.
Always introduce the topic in the first paragraph of the letter. It isn’t fun reading through a letter without knowing what it is going to be about. In the following paragraph state the subject matter using simple language and in an unequivocal manner. Make sure to be brief and direct throughout the whole letter, regardless of the reasoning. The final paragraph should conclude the letter and state any action that needs attention.
Using the correct form in closing the letter is important. Most commonly used are Yours sincerely and Yours faithfully. Now how would you decide which one to use? It’s simple. Yours sincerely is for when the letter has been addressed to a named person and Yours faithfully is when the letter is addressed to an unknown recipient.
After the closure, add your signature. With business letters, you should type your name under it as well.
Do use an envelope of the correct size and prefers with your business’s name stated on it. It is important to write the address of the recipient on the front and your address on the back.
Most importantly, use the correct postage. If not, your letter might not get delivered or even worse, the recipient might have to pay for any shortfall.
Keeping in mind these “rules and regulations”, you will be able to produce an amazing business letter. Writing a business letter might after all not be as hard as you think.