In today's fast-paced digital world, e-mail and instant messaging reign supreme. But, there's still a place for the classic business letter, especially when it comes to formal communication that conveys sensitive information. A well-written business letter can leave a lasting impression of professionalism and attention to detail. But how do you craft a business letter that truly shines?
15 Tips for Writing Business Letters
Know your audience. Tailor your tone and language to the recipient. A letter to a potential client will be more formal than one to a colleague.
State your purpose clearly. Right from the outset, let the reader know why you're writing. Briefly summarize the main point of your letter in the introduction.
Structure your letter logically. A typical business letter follows a standard format:
Include an introduction. Greet the recipient and state your purpose.
Organize the body of your letter. Elaborate on your main points in clear and concise paragraphs. Keep your paragraphs to 5-7 sentences since longer ones are harder to comprehend. Also, your sentences should not exceed 18-21 words.
Develop your conclusion. Summarize your key points and state your call to action (if any). Do not include any new ideas in your conclusion. Remember your letter should stick to one topic. Your conclusion iserves as the wrap up or final reminder section for ideas you have already expressed earlier in the letter.
Remember your closing. Sign off with a formal closing, such as "Sincerely" or "Respectfully," and your full name and title.
Keep your writing concise. Get to the point quickly and avoid unnecessary rambling. Aim for clarity and brevity without sacrificing professionalism.
Use professional language. Avoid slang, jargon, and overly informal language. Instead, stick to proper grammar and punctuation.
Proofread meticulously. Typos and grammatical errors can make you look unprofessional and careless. Proofread your letter carefully to correct errors before sending your letter.
Format for readability. Use clear fonts, spacing, and margins. Consider using bullet points or numbered lists to break up long blocks of text.
Use a professional tone. Be respectful and courteous, even if you're writing to express a negative sentiment. Avoid attempts at humor or sarcasm that can be misconstrued as offensive or derogatory.
Be mindful of cultural differences. If you're writing to someone from another culture, be aware of potential differences in communication styles and etiquette. Always write with a polite and objective tone. Do not refer to culture, race, disability, religion, or politics, unless it is absolutely pertinent to the business at hand.
Follow-up if necessary. If you haven't heard back from the recipient within a reasonable time-frame, consider sending a polite follow-up email or letter. Sometimes a quick phone call, text or voice message can reach your intended audience faster than traditional communication methods.
Consider using a spell checker and grammar checker. But do not rely on them entirely. Recruit a human to proofread your work or sharpen your skills to become your own editor.
Bonus Business Letter Tips:
Use a professional email address and signature block.
Avoid using nicknames or unprofessional email addresses.
Use a template or stationery provided by your company.
Keep a digital copy of all your business letters for future reference.
By following these guidelines, you can write business letters that are clear, concise, and professional. Remember, a well-written letter can be a powerful tool for building relationships and advancing your career.
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