Writing a professional business letter can become a daunting task specially when it is addressed to top business organizations. You have to be as corporate as possible and ensure you follow the right format and letter layout.
Despite the global acceptance of email as the quickest and most convenient way of relaying daily business messages, the most preferred form to convey valuable information remains the printed business letter.
A well-crafted business letter remains a powerful communication tool, especially when presented on attractive letterhead. To make sure you are composing the most compelling and professional letter possible, use the business letter template and format follow the business letter guides.
Get a Professional Letterhead for your Business
Your business letter represents your administration, it conveys your brand identity and all business letters must have the company letterhead and logo on it.
The basic layout of a standard business letter are listed below
- Use a block system of writing: Block style or system where the text of the entire letter is left justified is the most widely used format in business letters.
- Spacing: There is single spacing though there is double space for between paragraphs. 1 inch (25.4) on all sides of the document are the most typical margins and also the default setting in almost all word-processing programs. You can use the Microsoft word built-in feature of Letter Wizard for additional assistance (it can be found in the menu)
- Standard Business Letter fields
Date: The best method is the month, day, year format, e.g., January 3, 2017, or 4th May 2019
Sender’s Address: Your business letter must compulsorily have the sender’s email, URL, and phone number if they are available and have not been incorporated in the letterhead design. This ensures that customers found your business quickly
Inside Address: Use full name. Using Mr/Mrs is not compulsory.
Salutation: Use a colon at the end of the name, and not a comma as usually done in personal letters.
Body Text: Explain the primary purpose of writing and establish in the first or second paragraph any mutual relationship/connection between you and the recipient. Ensure related information is arranged. Outline the solutions concisely and provide proof through expert opinions and examples.
Closing “Call to Action”: State the steps the recipient will take and how you will follow-up.
Signature and Enclosure: Always sign your letter in blue or black ink. Make use of enclosure if you have.
- Use a professional tone.
Save casual, chatty language for email – your printed business letter should be friendly but more professional.
Use Color and Bold To Emphasize Words in Text. Use colors and bold functions to emphasize important words and sentences.
Set out to establish a positive relationship with the reader right away. Ensure you mention any connection you have with the reader in the introductory paragraph.
Understand your reader enough to anticipate how he or she will react when reading your letter. Address his or her wishes or needs, or a precise problem, and then describe your solution. Provide documentation in the way of illustrations and expert opinions to back up your point. Make sure to maintain a friendly tone. Maintain a warm tone and anticipate probable questions that would cross the mind of the reader and address the concerns very well.
At the end of everything make sure you proofread your business letter. You don’t want to leave out any grammatical errors or miss out any content. Check and balance any quoation before doing your final printing