May be you are writing a Business Letter for the first time and have a question in your mind that “How to Write Business Letter”. Don’t worry about it now. Just Read this article carefully and you will get the idea of Writing Business Letter.
As all the Business Letters are in the same format. So, your problem will be solved after following the below four categories. In this article, we are going to show you the Best Letter Template.
Beginning the Letter
•Know the Format: For whatever reasons you are writing the Business Letter you must have to follow some business standards. Must use a common font, indentation, paragraphs, margins, etc.
•Choose a Right Size of Paper: One should use the paper of the letter length. The standard size of the paper for a business letter is A4 size.
•Include Information About Company: Write the Company name and also the Company Address. If you are self-employed then write the name of yourself on the place of Company name. And, if you are sending the letter to outside the country then write the country name in Capital letters.
•Use Full Date: Using Full Date in the letter gives the professional look to it. You can write the date in these two professional formats “April 27, 2019” or “27 April 2019.”
•Add the Information of recipient: You must write the information of recipients like name, address and the Job title.
If you add the name of a specific person then it will help you to get the actual response from to whom you want to send the letter. If you don’t know the name of that person do some research, call the company and then find out the person Name and Title.
•Choose a Salutation: Salutation is the way of giving respect to the recipient. If you don’t know the person then you can add ‘To Whom It May Concern’ to the person address.
Composing the Body
•Use the Right Tone: We all says that Time is money and businessmen do not have much time and they hate to waste their time. So, just write the letter with a quick read by talking about straight to the matter. And try to keep your comments in the first paragraph.
•Use personal pronouns: It is good if you use “I” for yourself and “you” for the reader.
•Write Letter in crystal clear manner: Must write the letter in easy language and to the point. So, your reader will respond to your letter quickly.
•Active or Passive Voice: Always use Active voice.
•Use Courteous Words: Always Try to use more Courteous words which gives the direction to your article in a polite manner.
•Use Additional Pages: If your letter is unable to come on one page then use some extra page to complete your letter.
•Wrap it up: In the last paragraph just write the summary of the letter and some points of your planned course of action or what you want from the recipient.
Closing the Letter
•Choose a Closing: Do the proper closing of the letter. Shows respect and formality toward the recipient. Use “Yours sincerely” or “Sincerely at the end of the article.
•Sign the letter: Sign the letter after the print or if you are mailing it then scan your signature and add on it. Use Blue or Bank ink for it.
•Make The Note of Enclosure: Properly enclose the documents which you have attached for the recipient to review the beneath of your contract.
•Use CC: If you are sending the copy of the letter to another person then must use CC or “courtesy copy” with the person name and title.
Finalizing the Letter
- Check the letter: Once you completed the letter writing just try to find out the errors like spelling mistakes, grammatical errors, punctuations.
- Avoid Stapling: If your letter has multiple pages then don’t staple them. Use the paperclip at the top of the letter.
- Posting of the Letter: Always use the proper address with the correct spelling of the recipient.