How to Write a Business Letter

How to Write a Business Letter – A genuine business letter should be brief, straightforward, and polite. If applicable, it should be restricted to one single-spaced type-written page. This is due to the fact that it is so brief, a business letter is often analyzed on the basis of small, but important, things: which includes format, grammar, the punctuation, opening sentence and closing statement. When writing a business letter , it is not the right time for you to try out fancy fonts or experimental writing styles you should keep it simple.
There are two Main Styles which are;

• Full block style: which properly align all elements on the left margin.
• The Modified block style: Located Down the middle of the page, you then align the return address, the date, closing statement, signature, and typed name; while aligning other elements on to the left page margin.

How to Write a Business Letter – Essential Elements To Add in a Business Letter

How to Write Your Contact Address

If your contact address was already included in the letterhead, you can skip this step. Otherwise, you can add these details in your contact information page: Full name, Job title, Company , Address, City, state, ZIP Code, Phone number, Email address

Add the Date

This is the date that you are crafting the business letter.

Include Your Contact Address

If your contact detail is included on the letterhead, your business letter format is supposed to start with the date. As for Recipient Address, the address should include:

• Full name
• Job title
• Company
• Address
• City, state, ZIP Code

How to Write The Salutation

The salutation that you should make use of should hugely depend upon how familiar you are with the receiver Use the following phrase “To whom it may concern” if you are not too sure about the person that will receive and read your letter.
But if you happen to know the recipient formally, then you are free to use Dear [followed by the last name].
Also, If you happen know the recipient informally, you should make use of the salutation Dear [Followed by the first name].

How to Write the Letter Body

This is actually the main sauce of the business letter. You should make Use of single line spacing for easy readability. You can include extra lines and keep them between paragraphs, after the salutation and above the closing salutations

How to write Closing Salutation or Valediction

The closing salutation to use will hugely depend upon the degree of your formal or informal relationship that you have with the recipient. Some of the most usual closing salutations in your business letter include the following: Sincerely, Cordially , Best, Kind regards, Regards, All the best, Your Signature.
You should always conclude with a handwritten signature even if the business letter is typed and it is printed out using a computer. Hand written signatures help in creating a rapport with the recipient even if this is your initial communication. Always make sure that your full name is written and the title should be below the signature.

The Format of a Business Letter

A business letter must be written in such a way that it shows clarity and ease of understanding. A genuine business letter should be brief, straightforward, and polite. It is not the right time for you to try out fancy fonts or experimental writing styles you should keep it simple. If applicable, it should be restricted to one single-spaced type-written page. This is because of the fact that it is so brief, a business letter is often analyzed on the basis of small, but important, things: which includes format, grammar, the punctuation, opening sentence and closing statement. When writing a business letter. Here are here are list of points to consider while formatting your letter:

• Block / indent. In the block format, the full elements of the letter are to be properly left-aligned. But, if you desire to make use of an indented format, you should right-align your address, date, closing salutation as well as your signature. The rest of the elements there will also be left-aligned. The Full block style is properly allign all elements on the left margin, the Modified block style is Located Down the middle of the page, you then align the return address, the date, closing statement, signature, and typed name; while aligning other elements on to the left page margin.
• Font format; you should make use of a professional font (don’t use design fonts) use fonts such as Arial, Calibri, Times New Roman, Helvetica, etc. And concerning the size are expected to be from 10 to 12.
• Format for Margins: Usually, one-inch margin on all the 4 sides of the page is the main standard. You can also choose to increase it to one-and-a-quarter inches to separate it from other types of letters.
• Format for Spacing. Make use of a single line spacing for the body of the business letter. Make use of extra lines after your address, date, recipient address and salutation have been written. Also, keep an extra line prior to writing the closing salutation.

Conclusion

It’s not that hard to write a quality business letter that gets you the desired results. You should make use of the template and procedures that are shared in this article to make sure that each section of your letter abides to the appropriate style and format.

Frequently Asked Questions

Reference

• Blog.hotspot.com – How to Write a Business Letter That Won’t Get Ignored
• wikiHow.com – Writing a Business Letter: A Step-By-Step Formatting Guide
• Edu.gcfglobal.org – Business Communication How to Write a Formal Business Letter
• Writing.wisc.edu – Examples of business letter format.
• Writing center.gmu.edu – Writing Business Letters
• Forbes.com – Business Letter Format With Free Template

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