A Business letter is a type of correspondence letter from one company to another, or between companies to other individuals like customers, contractors and so on. It can contain various types of contents depending on the things that needed to be addressed. It has a maintained level of formality, and it is commonly used for writing sales efforts, considerations, and resolving issues, etc. to the clients, customers, managers and business partners and some other important matters. Writing a business letter is the form of communication that people takes seriously the most.
A carefully written business letter can be a powerful communication tool. Here are the basic parts of writing business letters and tips to make it effective.
Format- there are three types of format for making business letters, the Full-block style, the Modified block style, and the Indented style. In Full-block style, all the elements are aligned to the left margin and no indented lines are used. The modified block style starts the return address, date, closing and signature at the right of the center of the page and all the body paragraphs starts at the left margin. The indented or Semi-block style is just similar to the Modified block style except that the first line of the paragraph is always indented. The full-block style is the standard and most used format for business writing so you should also use it.
Heading- choosing a professional looking heading for your business letter is important. Make a distinct and high-quality letter heading and put it in a modern looking letter template to make it look professional, simple and clean.
Date- Indicates the day the letter was written, the month should be spelled completely and the year should be four digits. Use the month, day, year format for this.
Sender’s Address- include senders’ address whenever possible this will allow clients to find you easily. Don’t include this section if the sender’s address is already written at the letterhead design.
Inside Address- this is the recipients address. Include a personal title such as Ms., Mrs., Mr., Dr. Etc. Inside address should be written one inch below the date or begins one line below the sender’s address.
Salutation– use the personal title and the family or last name followed by a colon, not a comma and leave one line blank after this.
Body- this is the main part of a business letter. Consider writing a good opening then explain the reason you are writing.
Complimentary close- this begins at the same vertical point as the date, state what you expect the reader to do and what you’ll do to follow up. Make a short and polite closing message that ends with a comma.
Signature block- use black or blue ink for signing.
Enclosures- if you have one, write this one line below the closing.
Typist initials- used to indicate the person who ‘typed’ the letter.
Remember to write clearly in a formal manner, use fonts that are accepted to make it easy to understand and don’t forget to proofread.