Skip Nav

Business Letter Writing

❶Home Writing help Business writing How to write a business letter. Microsoft Word or Publisher have templates, or you can go online and look at images and use a similar layout.




Your email address will not be published. Business Letter Writing On April 23, The first thing that you should know about while writing a business letter is the purpose. It is very important to know the purpose as to why and about what you are writing. When you are addressing the letter to someone in particular or any company as such, make sure you introduce yourself.

The first paragraph should roughly talk about the criteria. The following paragraphs should pour a little more light on it. Make sure that the language used is simple and less complicated. Simple language does not mean informal language. You need to write like a professional. The last paragraph should sound pleasing. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point. The sunglasses are not designed or manufactured with attention to their durability.

Your company designs and manufactures sunglasses without attention to their durability. Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know," "I mean," or "wanna. If you know the recipient well, it's fine to include a friendly line sending good wishes. Use your judgement when determining how much personality to reveal.

Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful. For example, a discourteous complaint might read: Most business letters should be concise enough to be one page in length only.

But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Include the page number on the second and subsequent pages, at the top of the page.

In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Part 2 Quiz Why should you avoid writing your letter in passive voice? It is not formal enough. So you can use personal pronouns. To make your writing sound more personal. Passive voice is rude. The closing, like the salutation, is an indicator of respect and formality. Leave about four lines empty for your signature.

Sign the letter after you've printed it, or, if you're sending it via email, scan an image of your signature and affix it to this part of the letter.

Blue or black ink is preferred. Include your typed name and contact information. Beneath your signature, type your name, title, phone number, email address and any other applicable means of contact. Give each piece of information its own line. Then it is clear who worked on this letter. Some styles add a slash between the two sets of initials: Make note of enclosures.

If you've enclosed additional documents for the recipient to review, note this a few lines beneath your contact info by noting the number and type of documents.

If you are sending a copy of the letter to another person, you should include this on the letter. The letter is signed on a company's behalf. Those are the typist's initials. They are 1 of the writers. They are cc'd in the correspondence. Presentation is a key element of being professional. Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors.

Run spell check on your word processor, but also give the letter a thorough read before you send it. Ask yourself whether the letter is clear and concise. Are any paragraphs more than three or four sentences long? If so, determine whether you can eliminate unnecessary statements. If the letter is extremely important, you might want to have a friend or colleague look it over.

Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed. If you have multiple pages, staples are generally avoided.

If you want to ensure that the papers stay in order, then use a paperclip at the top left corner. If you're sending the letter via post, use a business envelope.

If available, use one with the company logo printed on it. Neatly print your return address and the recipient's address. Fold the letter into third parts, such that the recipient will first unfold the top flap, then the bottom flap.

Make sure you affix sufficient postage, and send it off. If you feel like your handwriting is messy and doesn't match your professional persona, type the addresses in your word processor and run the envelope through your printer. It is better, however, to send the physical letter. Part 4 Quiz True or False: It is better to send your letter in PDF form via email.

Thank the person for their feedback it will make him or her feel important and apologize for the service. Promise that it won't happen again, and that you will strive to do better. If possible, offer to fix the person's issue, or ask what sort of resolution he or she is looking for. Not Helpful 13 Helpful How do I actually type a business letter from the start -- do I have to format it?

The best way to do it would be to use Microsoft Word or another word processor with built-in templates. You can then select the business template and customize it to fit the business. Not Helpful 20 Helpful Microsoft Word or Publisher have templates, or you can go online and look at images and use a similar layout.

Not Helpful 1 Helpful 6. Your signature Your title if any Your contact information if any Enclosure if any: Not Helpful 21 Helpful Write it as a review with feedback or questions and look out for the perfect format for the letter.

Not Helpful 4 Helpful 1. I do I send a letter that is the cc copy? Answer this question Flag as How to write a business letter to a manager complaining of poor service in the store.

How do I write a letter to Embassy to request someone to visit from another country? How can I write a letter to my boss for the recommendation of a new manager? I want to invite a company to a buying contract, where my company is a representative? Include your email address to get a message when this question is answered. Already answered Not a question Bad question Other.

Tips Use a quality pen to sign the letter. If you cannot respond fully in less than a week, tell the recipient so and note when he or she can expect a response from you. Talk about what you can do, not what you can't. For example, if a product is out of stock, don't tell the customer you are unable to fill the order; instead, tell them the product is very popular and you have sold out.

Then tell them when you can get the order to them. If you're writing a complex letter, consider writing an outline first. List out the topics you want to cover. Do not worry about the order. For each topic, list keywords, examples, arguments and facts. Review each topic in your outline for relevance to your aim and audience.

Cut out anything that's not relevant. Sort the information into the best order for your reader. Warnings Don't employ too much flattery. A genuine compliment is acceptable, but going overboard will indicate that you have to rely on flattery, not competence, to do your job.

Don't be too blunt and forceful in your tone. Remember, you're trying to improve or start a professional relationship with a business letter. By using this service, some information may be shared with YouTube. Quick Summary To write a business letter, start by putting your company's name and address on the top left-hand side of the page. Did this summary help you? Article Info Featured Article Categories: Thanks to all authors for creating a page that has been read 3,, times.

Did this article help you? Cookies make wikiHow better. By continuing to use our site, you agree to our cookie policy. K Kate May 2. SN Stanley Nevels Oct 8, Thanks for the help. I am writing letters to different corporate businesses to obtain new clients.


Main Topics

Privacy Policy

What this handout is about This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter and Continued.

Privacy FAQs

Ah, business letter format-there are block formats, and indented formats, and modified block formats and who knows what others. To simplify matters, we're demonstrating the block format on this page, one of the two most common formats.

About Our Ads

Knowing how to write business letters is an essential skill so here are several more articles for you: Start with the basics on how to write a business letter using a general format and review various business letter templates. How to write a business letter. Always consider your audience when preparing a business letter. Do not say something in a letter that you would not say to the person in a face-to-face situation, and do not put in writing anything that might later embarrass you or your company, commit you or your company to something that you might not be able to fulfil, or be used against you (or your company.

Cookie Info

People write business letters and emails for a variety of reasons--to request information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly. By breaking down a business letter into its. Learn how to write and format a business letter to convey important information in a professional way using tips and a business letter template from Xerox.