Steps to Write a Business Letter to Customers
If you own a business, maybe you need to write to customers. You might write something to notify customers about new events or special things, or you might respond to customer complaints on behalf of the company. Regardless of the reason for the letter, you must always maintain a professional language style.
Format Business Letters
Use professional letterhead. Business letters will be a representation of your company. So it must look different and of high quality. Business letters must also contain your company logo or brand. You can create letterhead using the pre-designed letterhead color sample in Microsoft Word. Be sure to use the logo or brand on the letterhead.
Open a word processing program. You should always type a business letter on the computer. Make a new document and set a margin of 2.5 cm on the document. Use serif typeface such as Times New Roman, Georgian or Ariel. Make sure to always use font sizes that are no bigger than 12 points, and no smaller than 10 points. Business letters must be easy to read because of the choice of font or font size. Make sure the document is set with one space.
Arrange the beam shape
The beam form is the most common format used in business letters. This form is also the easiest form to set and follow. Each title must be aligned and there must be a space between each title. Starting at the bottom of the document, your business letter must have the following title:
Today’s date, or the date you sent the letter. Dates are important because they can be used as your notes and recipient’s notes. In addition, dates can also have legal uses. So make sure the date is accurate. Return address. This section contains your address formatted in the default address style. If your address is already on letterhead, you can skip this section.
This section contains the name and address of the person who received the letter. The use of the word Mr / Mrs is optional. So, for example, if you send a letter to Nina Marlina, you can write Ms. in the name if you are not sure what the marital status is. Regards. You can use the words “Dear Ms. Marlina” or “Dear Nina Marlina”. If you are not sure who will read the letter, use the word “Respectfully”. You can also use “To Interested Parties”, but only as a last resort if you don’t know who your audience is.
Mail body. We will discuss more about this in the next article section. Closing letter, with signature. You can use the word “Sincerely”, or “Greetings”.
Identify your audience
The style of the letter must always remain professional, regardless of who the audience is. However, you might adjust your language or choice of words based on the person who will receive your letter. If you write for the human resources department in another company, you might need to use a more formal language. But if you write for certain customers, you can use language that is more informal or casual.
Identifying your audience also means that you will prevent confusion with your audience. Avoid using terms that your readers won’t understand. Customers will probably not know the acronym used for the space program in your company, for example, so avoid using it in the mail. Rule number one in writing a good business letter is that the letter must be clear, concise, and polite.
Explain the purpose of the letter in the first line
Consider the purpose of the letter. Is it to inform customers about your new location in a new part of town? Is it to remind customers of unpaid bills or balances? Or to respond to customer complaints? By focusing on this goal, write the first line that makes the reader immediately aware of the contents of the letter. Don’t write unclear letter goals. Just get to the point.
Start by using “me” if you express your opinion as a business owner. Use “us” if you write on behalf of a company or organization. Focus on direct statements such as: “With this letter we inform you” or “With this letter we ask”. You can also use the “me” statement if you send the letter as a business owner.
- For example: “I contacted you because” or “I recently heard about … and wanted to know more about …”
- For example, if you (the business owner) sent a letter to Nina Marlina about unpaid bills since last month a who does the letter will be clear
If you only include the initial typist, write it in lowercase, for example, mj. If you also include the author’s initials, write in capital letters with the initials typist in lowercase, for example, RW: mj. Other styles add slashes between two initials.
Include attachment information
If you attach additional documents for recipient review, make a note of a few lines under contact information stating the number and type of documents attached. For example, write: “Attachments (2): resumes, brochures.” Or, in traditional style, write the attachment information at the top of the letter, under the date.
You can also abbreviate writing “Attachments” with “Lamp.”
Include copy information
If you send a copy of the letter to someone else, you must include that in the letter. This is stated by typing “cc:” or “Cc” under the “Attachment” line, along with the name and title of the recipient copy (“cc” stands for courtesy copy, but in the past meant carbon copy when the letter was still typed on a typewriter and copied with carbon paper). 
For example, write: “cc: Mari Santi, Deputy Director of Marketing” If you add more than one name, align the second name under the first name, but without “cc:”
Presentation is a key element of professionalism. Make sure that the recipient can easily see you as a capable and responsible person by editing your letter and checking for errors. Use the spell checker in the word processor you are using, but don’t forget to read it carefully before sending.
Ask yourself, is the letter clear and concise? Are there paragraphs that are more than 3-4 sentences long? If there is, determine whether you can delete unnecessary statements. If the letter is very important, you may need to ask a friend or colleague to read it. Sometimes other people can help find language errors or awkwardness that you may not be aware of.
Don’t unify the page with the stapler
If your letter consists of several pages, staplers may not be used. If you want to make sure the pages are in order, pinch them with the paper clip in the upper left corner.
If you send the letter in the mail, use a business envelope. If available, use envelopes with your company logo. Write your return address and recipient’s address neatly. Fold the letter in three so that the recipient unfolds the top first before opening the bottom. Make sure you attach enough stamps, then send it.
If you feel your handwriting is not good and does not match your professional persona, type the address in the word processor you are using and print it on the envelope. If the letter is very important and / or on time, consider sending it via courier. If you want to send it via e-mail, first convert it to HTML or save it to PDF so that the format doesn’t change. However, it would be nice if the letter was sent physically.
- Use a quality pen to sign the letter
- Reply to the letter quickly
- If you can’t reply within a week, tell the recipient and say when he can wait for your reply
- Give emphasis on the positive side
- Talk about what you can do, not what you can’t do
- For example, if a product is not in stock, don’t tell customers that you cannot fulfill their order
- Instead, say that the product is very popular and has sold out
- Then say when you can fulfill their order
- If you are writing a complex letter, write the outline first
- Write down any topics that you want to discuss, no need to think about the order
- For each topic, make a list of keywords, examples, arguments, and facts
- Pay attention to the relevance of each topic in the list to the purpose and recipient of the letter
- Discard the parts that are not needed
- Sort the information in the best order for the reader.
Don’t use adoring language. Sincere praise is still acceptable, but too many compliments indicate that at work, you depend on praise, not competence. Don’t use blunt or forceful language style. Remember, you are trying to improve or start a business relationship through this letter.
- 1 Steps to Write a Business Letter to Customers
- 2 Part 1
- 3 Format Business Letters
- 4 Part 2
- 5 Part 4
- 6 Complete Letters
- 7 Tips
- 8 Warning