Best Business Letter Writing Tips
Do you need to write a business letter? Not sure about the best layout to use or what to include in your letter? It is important that all business letters you write are properly formatted and professional in appearance.
When you write to potential employers, coworkers, professional and business relationships, the layout of your letter is almost as important as what you write. If the letters are not formatted correctly, don’t have enough space between paragraphs, and use a non-traditional font style or size, this can have a negative effect on you.
Guide to Writing Business Letters
Here is a guide to writing a business letter, so all your correspondence makes the best impression.
The margin of a business letter should be around 1 “around it, this gives your professional letter an untidy look. You have to align your text to the left, this is how most documents fit, so that your letter can be read.
Leaving a place in your letter makes the display clear, untidy and easy to read so that the reader will appreciate your letter must be in block format: the entire letter must be parallel to the left and one space except double spaces between paragraphs. The traditional font size for professional letters is 12. Fonts must be Times New Roman or Arial. However, if you use letterhead, letterhead may be in different font sizes and styles.
No need to use a different style in professional letters. > Use uniform fonts (print book fonts such as Times New Roman or Arial) and avoid underlining, italics, or bending. However, if you use letterhead, letterhead may be in a different letter style.
Business letters must be clean and easy to read. Avoid writing your letter in one large block of text. Break your text into concise paragraphs. This paragraph must be aligned to the left; This allows for easier reading. When you have completed your letter, ask someone else to read it for you. Ask them to glance briefly at the letter. Is there too much text on the page? Is it easy to see different paragraphs?
The first part of your letter must include your contact information and contact information from the person you wrote too. Also include the date you wrote at the top of your letter. Example Contact Section
Unless you know the reader well and usually handle it with their first name, you must include someone’s personal name and full name in greetings (i.e. “Dear Mr. James Franklin”). If you are unsure of the reader’s name, include the title (i. E. “Dear Marketing Executive”). If you are not sure about the gender of the reader, just state their full name and avoid the personal title (i. “Dear Jamie Smith”). If you are not sure about the gender, name, and title of the reader, simply write, “To Whom May Be Interested”. Leave one blank line after greetings.
Example of Honor
Professional letters must be relatively short.
The first paragraph may contain an opening of a brief friendship and a brief explanation of why you wrote. The second paragraph (and subsequent paragraphs) must expand the reasons for your writing. The final paragraph should state your reasons for writing and, if applicable, state your action plan (or ask for some type of action taken by the reader).
When writing a business letter or e-mail message, it is important to close your letter professionally so that you become a letter, as a whole, well-written and professional.
When you send a cover letter, complete the letter with your signature, handwritten, followed by the name you type. If this is an email, just include the name you typed.
Examples of Signatures
Finally, don’t forget to check the spelling and correct your letter before you send it.
Again, ask a family member, friend or colleague to check it out for you. It’s always good for another pair of eyes to watch because it’s hard to catch our own mistakes.
Business Letter Format
Review business letters formatted with information about what should be included in each section of your letter.
Proper Format of Letters: How to Write Business Letters Correctly
What comes to mind when you hear the phrase business letter? Will a white envelope with fancy letterhead and stuffy writing come to mind? In many cases, you are right.
Even if almost everything is done via email today, business letters are not yet extinct or are considered to be completely out of date so it still pays to know how to write and format them correctly.
Part of a Standard Business Letter Format
As you might learn in elementary school, business letters consist of different parts. This section covers what is included in each section and the correct format of the business letter.
1. Sender’s Information
It’s important to know how to handle business letters correctly, especially if you expect a reply. This section includes your full address, telephone number, and e-mail address. Some people like to include their full names at the top of this list, but some people consider them excessive because you will sign a letter with your name. You do not need to include this if the paper you are using has letterhead. What must be included and formatted:
- Street address
- City, Country, Postal Code
- Your telephone number
- Your email
2. Today’s Date
Spell the month and include the full year. Write the month, date, and year if you are sending a business letter in the US, but start the date with a day (for example 18 October 2018) if you are sending a letter in the UK or Australia.
3. Address Information (a.k.a. Inside Address)
Include recipient information, starting with their names, followed by their title and full address. Handle the recipient using Ms., Mr., or use a title that is appropriate for whatever job is required
- Job Title
- Company Street Address
- City, Country, Postal Code
The greeting used at the receiving end does not have to be the same as the one used here. It all depends on how close or familiar you are with the address, and the context of your letter. The Dean at the College of Science might be your aunt, but if you write to him in an official capacity, it’s better if you use the greetings “Dean (Last Name)” or “Dr. (Last Name)” because there is a possibility of someone else handling his correspondence. Military and religious titles must be written as is.
5. Body Text
The body of the letter usually consists of one to three short paragraphs, each with a specific purpose and organized for clarity.
Explain the reason for the letter and what you want to achieve with it. If the recipient does not know who you are, you can also mention the reciprocal relationship here.
- Second paragraph
Provide more details about your request, such as steps you have taken or fees paid. In the case of marketing or job applications, the second paragraph is where you will sell the product you are promoting or your application.
- Third paragraph
Optional and included in situations where the second paragraph is not enough to explain the situation in full.
Closing includes one or two sentences asking the recipient to take whatever action is requested in your letter, and thank you for reading your letter.
If a letter contains documents or other attachments other than the letter, the author must display the number of attachments using “Enclosure (number of attachments)”, for example “Enclosure (6)”.
- Carbon Copy Natation
This section is used to inform the recipient of the letter, that the letter was also sent to those who need to know the contents of the letter. CC is placed in the lower left of the letter.
- Letter Head
Letter Head or commonly referred to as a letter head. Located at the top of a letter. Either an official letter to the government or company. The Head Letter contains the company name, company address, telephone number, facsimile, company e-mail, company website, company logo etc.
The date of the letter serves to inform the recipient of the letter when the letter was written. The date of the letter is located on the top right of the reader letter. In writing the date the name of the month may not be abbreviated or written in numbers only. Must be clear and complete. In writing the date can be divided into two types, namely using the style of writing British style and American Style.
08th December 2011
The writing style of the British style is the same as the style of writing the date in the Indonesian style. It’s just that the British style is added ending multilevel numbers like 1st, 2nd, 3rd, etc. Date position is located at the top right of the letter.
September 07, 2011
Writing style date American style month name is placed in the starting position followed by the date ending the mark
comma and year. The date position is located at the top left of the letter.
- Inside Address (destination address)
Contains the name and address of the destination, located in the upper left of a letter. Usually in writing
Inside Address in addition to the name and address of the recipient, also includes full name and position as well
Postcode and destination country.
- Salutation (opening greeting)
The greeting is located below the address and before the contents of the letter. serves as an opening greeting or a mark of respect for the author. The opening greetings are written on the left. The first letter of the beginning of the word is written in capital letters, while the other words are written all lowercase. There are two types of opening greetings in letter writing, namely British style and American style.
British style: Dear Sir, Dear Miss, Dear Mrs.
American style: Dear Sir
Body of the Letter
The contents of the letter are part of the main letter containing the message or information that the author wants to convey in detail. The message written in the letter must be clear and direct on the subject matter to be discussed.
The closing greetings of a letter’s contents serve to show the author’s respect. The first letter of the closing greeting is written in capital letters, while the other words are written in lowercase. After the closing greetings, a comma was added. The closing greeting is usually in the form of “Yours Faithfully”, “Yours Truly”, “Yours Sincerely”. The closing greetings are divided into two types namely Britsh style and American style.
- Britsh style: Dear Madam, Dear Sirs, Dear Mr., Dear Miss, Dear Mrs., Yours
- Sincerely, Sincerely, With Best Wishes
- American style: Sir, Madam, Gentlemen, Your Obedient Servant, Sincerely Yours
Signature and Writer’s Identification (signature and name of the author)
In the form of the author’s signature located on the lower right side of the letter reader, along with the author’s clear name. Put under the signature with the initial letters written in capital letters, without the given parentheses.
The purpose of a Business Letter
Business Letter is a type of formal letter (formal letter) that serves as a way of communicating between two or more companies. There are many different uses in Business Letters. Business Letters can be informational, persuasive, motivational, or promotional. Business Letters must be typed and printed-out on standard 8.5 x 11 white paper.
The elements of a good letter
The most important element of writing a good letter is the ability of the writer to identify who the letter was intended for. If the writer submits his letter to the department of human resources, avoid using high technical terms that only makenik can understand.
The next element is to make sure that the purpose of writing a letter must be clear and concise. Don’t make the purpose of the letter impeccables, most people write letters with elements that are not needed in detail, letters should be written only with points that will be delivered without further ado.
Another important element is being professional in writing a letter, professional attitude here means polite, gentle, avoiding threats and slander, place the problem with relevant information even if it is a complaint letter.