How to Write a Proper Business Letters for All Needs

Types of Business Letter

Type of Business Letter

Business letters are sent for all kinds of reasons. Businesses send it to their customers or to other businesses where they work, such as vendors or logistics partners. Individuals write business letters for business and less formal purposes as well. Here are some examples of types of business letters:

1. Complaints

Not all complaints can be broadcast and handled properly on social media, some topics are a bit sensitive or embarrassing if you don’t want the risk to become viral. Then there are complaints when calls to the company’s customer service hotline are not enough. For all these complaints, a printed complaint letter is the answer.

Keep your complaints short, to the point, and polite. Don’t just make it about the company’s mistakes, tell them what you want them to do about it.

2. Resignation Letter

Resignation letters are what employees send to their superiors when they want to quit their jobs. In many cases, you must allow at least 14 days or two weeks before the official departure date of the company. Below is an example of a letter of resignation from an American Recruiter: Resignation-letter

Note: If you do not know the sex of the person who will receive your letter, it is better to use general greetings such as “to whom is interested” rather than using “Father / Mother.” or “Sir.”

Types of Business Letter
Types of Business Letter

3. Cover letter

A printed cover letter is sent along with a resume to explain briefly why you are a good candidate for the job. A good cover letter is like an appetizer in the sense that it gives recruiters a taste of what they can expect from you, without having to repeat what is already on your resume. Read this guide for more information on writing a cover letter:

4. Letters of Recommendation

A letter of recommendation is sent to verify the applicant’s good reputation with the previous employer or manager. In some cases, this recommendation is nothing more than a template made by someone from HR after filling in the blanks about the employee’s start and end dates. If you write a cover letter for good employees, it would be better if you go beyond the template to show that you value your time working together.

See this guide if you need help writing a recommendation letter:

5. Letter to Request Information

Letters asking for information are often sent to businesses by individuals or representatives of other businesses when they want information about certain products or services. These letters can also be written to government offices when requesting information about applying for permits or asking about government procedures.

Below is a sample letter to request information from Word Mart: Request-of-information-letter

Note: If you do not know the sex of the person who will receive your letter, it is better to use general greetings such as “to whom is interested” rather than using “Father / Mother.” or “Sir.”:

6. Adjustments or Changes

Have you ever received a letter stating the due date of your telephone bill has been adjusted, or the amount you paid has changed? That’s a letter of adjustment. It’s not all about dates and quantities though, adjustments or changes to letters are also sent when businesses want to notify customers about changes in the products or services they buy.

Below is an example of the maturity adjustment letter from the Corporate Finance Institute: adjustment-letter

7. Announcements and Business Invitations

Shareholder letters, new product announcements, and charity events are business letters. Letters announcing new CEOs, IPOs, and even those who invite you to conventions are also included in business announcement letters. These letters are either sent as internal memos so that all employees are aware of changes in the company, or as announcements to company stakeholders.

Here’s an example of a business invitation for an educational seminar from Letters.org:
business invitation

Note: If you do not know the sex of the person who will receive your letter, it is better to use general greetings such as “to whom is interested” rather than using “Father / Mother.” or “Sir.”
Tips for Writing Business Letters

Using the right justification and including all the right elements is not enough for a good business letter. What’s more important is in the right tone and making sure that your recipient understands the intent of your letter.

Remember the following tips when you write a business letter later.

1. Short and simple

Avoid grandiose words and flowery descriptions. Keep the first brief paragraph. If you are not sure how to begin, simply write “I am writing about …” then explain your request from there.

You can also read  How to Write a Business Letter to Customers

2. Benefits of Readers

It’s easier to get recipient cooperation if you write a letter with the benefits in mind. Emphasize what you can offer, not what you want them to do.

3. True Tone

What is the purpose of the letter you sent? Do you express gratitude, sympathy, or demand payment for debt? Whatever it is, you must set the right tone so that the recipient understands the urgency of your request.

4. No Jargon

Avoid jargon unless you are absolutely sure the recipient will understand what you are talking about.

5. Use of Personal Pronouns

Even though this is a business letter, it’s okay to use personal pronouns like you, me, us, and us. Keep using “I” if you write based on your opinion, and use “We” if you write on behalf of the company.

6. Add CC when needed

Did you know that “CC” means a copy of manners? Back in the day when letters were typed, “CC” meant a carbon copy because that’s what typists use when making duplicates. However, this is an abbreviation that you must include below the attachment line if you plan to send a copy of the letter to someone else. If you send copies of courtesy to more than one person, put the second name under the first without “CC.”

Example:

“Cc: Mark Smith, Chief Financial Officer of XYZ Widgets”

Format for Business Emails

According to the SMS expert, Text Requests, only 20% of emails were opened and 95% of texts were read within three minutes of receiving them, while a large number of emails were lost or discarded immediately, not surprisingly some businesses go as far as sending correspondence via print and email followed by a shortened version as text, just to make sure the recipient gets it.

To maintain an atmosphere of formality when adapting to digital media, formatting and all elements of printed business letters are still included in business email, except for two minor differences. The subject line serves as a summary of the letter or an indication of what the letter contains. The sender’s information is located at the bottom of the letter, just below the sender’s printed name.

To learn more about formatting email messages, learn the following tutorial: Send wisely

Use business envelopes if you send the mail. Use envelopes with your company logo so that recipients can immediately recognize the envelopes from your company and to prevent your mail from being junk along with other promotional junk they receive.

If you are not sure whether your handwriting is legible, use your printer and word processor to print the address on the envelope. Send important documents and time-sensitive letters by courier. Now that you have learned how to format letters, you can start sending your own business letters.

How to Write a Business Letter

Do you need to write good, flawless professional letters? Most business letters follow a fixed, easy-to-learn format that you can apply to any type of content. Business letters must always contain the date, sender and recipient information, and several paragraphs of content. Follow the steps below and make modifications according to your company standards.

Part 1 Starting Letter

Know the format

Whatever the contents of your letter, there are a number of business letter display standards that must be followed. Business letters must be typed and arranged with a common font, such as Arial or Times New Roman. Use block paragraphs. That is, you start a new paragraph by pressing Enter twice. In block paragraphs, don’t make the first line indented.

Use margins of 2.54 cm on all sides. Business letters sent by e-mail must also be typed in a common font. Don’t use scripts or colors other than black and white in business emails.

Choose the right type of paper

Letters must be printed on A4 paper measuring 21 x 29.7 cm or A4s measuring 21.5 x 29.7 cm. Several long letters or contracts can be printed on F4 or 21 x 33 cm Folio paper. If the letter will be sent by post, consider printing it with company letterhead. The use of letterhead will strengthen the professional impression and provide company logo and contact information.

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Include information about your company

Type the name and address of the company, and use a new line to mark each part of the address. If you work alone or an independent contractor, put your name instead of the company name, or above your company name
If your company already has header paper, you can use it instead of having to type the company name and address.

If the address really needs to be typed, the place should be flat right or left at the top of the page, depending on your choice and company. If the letter is sent overseas, type the name of your country in capital letters.

Enter date

Writing the date in full is the most professional choice. For example, write “April 1, 2012”. Dates must be left aligned, several lines above the recipient’s information. If you write the letter for several days, use the date you completed it.

Add recipient information

Write down the recipient’s information in the following order: full name, title (if any), company name and address. Use a new line for each information. If necessary, include a reference number. Recipient information must be left aligned, several rows below the date.

We recommend that you address a letter to a specific person. Thus, the person concerned will be able to respond to your letter. If you don’t know the name of the person you’re addressing, do a little research. Contact the recipient’s telephone number to find out their name and title.

Choose an opening greeting

The greeting is an important indicator of respect, and the greeting you use depends on who receives it, whether you know the recipient well, and also how formal your relationship with him is. Consider the following options:
Use “To whom it is concerned,” only if you don’t know exactly who you are going to.

  • If you don’t know the recipient, “Dear Mr / Mrs” is a safe option
  • You can also use the recipient’s title and full name, for example, “Dear Dr. Charles Washington”
  • If you are familiar with and have an informal relationship with the recipient, you might consider using a first name, for example, “Dear Sara”
  • If you are not sure what the recipient’s gender is, just write the full name, for example, “Dear Sam Smith”
  • Don’t forget to put a comma after the opening greeting or semicolon if you use “To whom it is concerned”

Part 2 Arrange Letter Bodies

Use the right writing style

According to the proverb, time is money, and almost all business people don’t like to waste time. Therefore, your writing style must be concise and professional. Arrange your letter so that it can be read quickly, go directly to the main points and only contain brief personal comments in the first paragraph. For example, you can start with “In connection with …” and continue from there.

Don’t think too much about beautiful transitions, difficult words, or long, tortuous sentences. The purpose of your letter is to communicate what needs to be conveyed as quickly and clearly as possible. Use persuasive tones. Most likely the purpose of your letter is to persuade the reader to do something, for example changing your mind, fixing a problem, sending money, or taking action. So, convey your requests and reasons in the right tone.

Use personal pronouns

It is perfectly permissible to use the pronouns “I”, “us” and “you” in business letters. Express yourself as “me” and the reader as “you”. Be careful if you write a letter on behalf of the organization. If you are trying to convey the company’s views, you must use “us” so that the reader knows that the company is behind your statement. If you express a personal opinion, use “me”.

Write clearly and concisely

Make sure the reader really understands what you are writing about. The reader will only give a quick response if the purpose of your letter is clear. Specifically, if there are results or actions that you want the reader to take after receiving the letter, make it clear. Explain your position in as few words as possible.

Use active sentences

When describing a situation or making a request, make sure you choose the active sentence, not the passive sentence. Passive sentences will make your writing ambiguous or general in nature. In addition, active sentences are more efficient and directly at the heart of the matter. For example:

  • Passive: These sunglasses are not designed or made with due regard to their durability.
  • Active: Your company designs and makes sunglasses without regard to their durability,
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Use conversation language if deemed appropriate

Letters are written by and for humans. Avoid copying letters if possible. You cannot build relationships by copying standard letters. However, don’t use non-standard language or slang, such as “You know,” “I mean,” or “want”. Apply a business letter writing style, but write friendly and polite words.

If you are familiar with the recipient, you may add one familiar greeting sentence. Use your intuition to judge how much personality will appear in the letter. Sometimes a little humor can help at the business level, but think carefully before using it.

Maintain politeness

Even if you send a complaint letter or complaint, you can still be polite. Consider the position of the recipient and offer as much help as you can to accommodate the situation. Example of an impolite complaint: “I think the sunglasses that you make are lousy and I will never again buy your product”. A polite complaint for example is: “I am disappointed with the construction of your sunglasses, in the future I plan to buy other brands of sunglasses”.

Use “second” header paper for additional pages

Most business letters are concise enough to fit on one page. But if you have to write a longer letter, such as a contract or legal decision, additional pages might be needed. Use “second” header paper, which usually contains a short address and is made of the same type of paper as the main header paper. Include the page number on the second and subsequent pages, at the top of the page. You also need to include the recipient’s name and date.

End your letter

In the last paragraph, summarize your points and underline the actions you will take or what you expect from the recipient. Remember that the recipient may contact you with questions or concerns regarding the letter, then thank you for your attention to the letter you sent.

Part 3

Choose a closing greeting

Closing greetings, like the opening greetings, are indicators of respect and formality. “Yours sincerely” or “Yours sincerely” is the safest closing greeting. You can also consider “Greetings”, or “Greetings”. Greetings that are not too formal but still pitched professional are “Greetings of success”, “Warm greetings”, and “Thank you”. Use commas after closing greetings.

Put your signature

Leave four lines blank for your signature. Sign after the letter has been printed, or if you send it via e-mail, scan your signature image and paste it in the signature section. The ink choice for signature is blue or black.
If you sign a letter on behalf of someone, write “pp:” before your signature. “Pp” stands for per procurationem, which means “representative” or “on behalf of”.

Enter your name and contact information by typing

Under the signature, include your information including name, title, telephone number, e-mail address, and other appropriate means of contact. Use a new line for each type of information.

Add typist initials

If the person who typed the letter and the writer is a different person, you must add the initial typist under the signature block. Sometimes the initials of the letter writer are also listed. Thus, ready

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