How to Write a Business Letter

If you wish to be a successful businessman you must know how to communicate effectively with clients and employees. In fact a business letter is the only tool with which you can convince clients. It helps to build a good impression about you and is much responsible for successful business dealings.

A good business letter always carries a sense of professionalism. This can best be achieved by the use of proper and respectful words and by using no extended sentences at all.

Business Letter Format:

  • Identify the purpose of your correspondence: Your content must have a clear focus and must be persuasive enough to move one to action.
  • Identify the appropriate recipient of the letter: You must always know whom to address your letter to. Try to know which person in the company can help you with your problem or query.
  • As a business owner, you are expected to write on a business letterhead.
    If you send mails makes sure you name your company and designation below where you sign off. Choose a 12-point font that is easy to read.
  • Type the current date either at the centre or the left margin. Two or three lines below the date, type the recipient’s name, title and address. A couple of lines below the address type the word “Subject”, with centre alignment, and state the purpose of your letter in less than 10 words. Below this you type your salutation
  • Keep your business letter restricted to three succinct paragraphs. Write about the problem or request a course of action in the first paragraph. The second paragraph must talk about it in little detail. In the third paragraph convey your thanks thank to the addressed person for her attention to the matter. Politely and briefly repeat what you would like to have done.
  • Single space your letter and justify your letter to the left. Leave a blank line between each paragraph.
  • Keep the content of your business letter to one page.

Your Business Letter Must Have Following Outlines

The Start
You can start with the designation of the concerned person like Dear Personnel Director, or use Sir or Madam (if you do not know who you are writing to). It is important to use MS for women unless you are required to use Mrs. or Miss. Address by name if the person is a close business contact or friend.

The Reference
The first line of letter can be with reference to your phone call today, or advertisement in the Times or your letter of 23 rd March, or Thank you for your letter of March 5 th .

The Reason for Writing
Introduce the purpose of writing in a polite way like I am writing to inquire about or confirm or apologize for

Requesting
If you wish to make a request you can use queries like Could you possibly? Or I would be grateful if you could

Agreeing to Requests
When you agree or disagree to something you can introduce phrases like I would be delighted to or I am afraid that or unfortunately.

Enclosing Documents
When you wish to enclose or attach some documents use phrases like I am enclosing; please find enclosed or Enclosed you will find

Closing Remarks
Closing remarks matter a lot for business letters. Some standard closing remarks are please contact us again, or thank you for your help, if you have any questions, or if there are any problems.

Reference to Future Contact
I look forward to meeting or you next Monday or hearing from you soon or seeing you next Tuesday

The Finish
If you do not know the name of the person you are writing to use yours faithfully, if you know the name of the person you’re writing to yours sincerely.

If the person is a close business contact or friend write best regards if not, use best wishes

Business letters written in such formats and styles are bound to impress recipients. This can always be a great step forward for your business.

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