Writing Business Letters

By: Tamara R Rohm


Style and Format

A business letter is expected to have a clear, uniform font, and a dry, “sober”, writing style. Use standard fonts, such as Times New Roman or Arial, or one of the other, clear, “sans serif” fonts that are ideal for official correspondence. Avoid experimenting with fancy fonts or writing styles.

There are two standard styles for writing business letters:

The full block style, in which all the elements are aligned to the left margin.

The modified block style, in which the return address, date, closing, signature, and typed name are aligned down the middle of the page, while the other elements are aligned to the left.

The following are the components of a standard business letter:

Return Address

Your address (or the address of the company) must, obviously, be included in your business letter. This is often in the form of a company letterhead.

Date

This should be included, below the return address, with two blank lines in between.

Addressee

The address of the person, or company, to whom you are writing must be included, again leaving two blank lines between this and the previous information.

Salutation

The common forms of salutation are “Dear Mr., Mrs., or Ms.” – if you know the name of the person that you are addressing – or “Dear Sir/Madam” – if you do not.

Body Text

The entire text of your message body should be aligned to the left margin. Use single line spacing between paragraphs, but do not indent the first line of a new paragraph. Your message should be clear and concise.

Closing paragraph

Close you message in such a way as to invite further interest from, or action by, your readers. For example, you could ask if they require further information, or details, or express your interest in taking the project forward. If you have addressed the recipient by name, you should close with “Yours sincerely”, otherwise “Yours faithfully”.

Signature

Append your signature just below the closing line. Use both your first and last names unless you are on intimate terms with the person concerned.

Name and Position

Make sure to provide your full name, title and address. This can be printed below the closing line and will indicate to the receiver where further correspondence should be directed.

Conclusion

The way you write a business letter presents an image, rightly or wrongly, of you, to your prospective client or business associate. Be brief, yet cover the important points, and check through the document to eliminate any errors of grammar, spelling and punctuation. Well-written opening and closing paragraphs will engage your readers and spur them on to further action.

Article Source: http://www.articleyard.com


Information about the Author:

Tamara Rohm is a researcher and writer on financial and business topics.

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