Do you need to write a flawless business letter? Most of these documents respect a precise but intuitive format, adaptable to any type of content. A business letter should always contain the date, the contact details of the sender and recipient, and a few central paragraphs. Follow these steps and modify them if necessary to adapt them to the needs of your business.
Steps
Part 1 of 4: Start Writing the Letter
Step 1. Know the format
Whatever the content of the letter, there are some rules to follow when it comes to graphic composition. Business letters should be written in a common font, such as Arial or Times New Roman. Use paragraphs in bulk. This means that each paragraph must be divided from the next with a blank line. Do not use indentations for paragraphs in bulk.
- Use 2.5cm margins on all sides.
- A business letter sent by e-mail should also be written with a common character. Do not use unusual and illegible characters; the only acceptable colors are black and white.
Step 2. Choose the right card
The letter should be printed in 22x28cm format (classic for letters), or on A4 paper. Some long contracts can be printed in 22x35 cm format (typical of legal correspondence).
If you are mailing it, you may want to print it on company letterhead. This gives it a more professional look, because it indicates the company logo and contact details
Step 3. Include information about your business
Please indicate the name and address of the company. Devote a line to each part of the address. If you have a self-employed company or work independently, write your name in place of the company name or above.
- If your business has a preset letterhead, you can use it instead of writing the company name and address.
- If you write the address, it should appear in the upper right or left, justified; choose according to the preferences of the company.
- If you are sending the letter overseas, capitalize the country name.
Step 4. Include the date
Writing the full date is the most professional choice ever. For example, write "April 1, 2012". It should appear left justified, a few lines lower than the sender's address.
If you wrote the letter over several days, use the date you finished it
Step 5. Enter the recipient's details
Write the full name accompanied by the title (if any), the company name and the address of the recipient, in that order. Dedicate a line to each piece of information. If necessary, include a reference number. The recipient data must be justified on the left, a few lines below the date.
Better to address the letter to a specific person. This way, he will be able to answer you directly. If you don't know the name of the person you should be sending it to, do some research. Call the company to find out its name and title
Step 6. Choose a greeting
It is an important sign of respect. The choice depends on various factors: whether you know the recipient, how well you know him and what is the level of formality of the relationship. Consider the following options:
- Write "Whom you are responsible for" only if you don't know who to contact specifically.
- If you don't know the recipient well, you are on the safe side with "Dear Sir / Madam".
- You could also use the recipient's title and surname, for example "Dear Dottor Bianchi".
- If you know the recipient well and are in an informal relationship, you can address him with his first name, for example "Dear Mary".
- If you are unsure of the recipient's gender, just write the full name, for example "Gentile Andrea Bianchi".
- Do not forget to type a comma after the greeting (colon if you used the formula "To whom of competence").
Part 2 of 4: Writing the Body
Step 1. Use the right tone
As they say, time is money, and most business people hate to waste it. Consequently, the tone of the letter should be concise and professional. Make the document quick to read by going straight to the point, without going into the first paragraph. For example, you can start by writing, "I am writing to you regarding the matter …" and continue from there.
- Don't worry about using elaborate transitional expressions, big words, or long, convoluted sentences. Your goal should be to communicate the focus of the matter as quickly and clearly as possible.
- Be persuasive in the letter. Generally the purpose of the document is to get the reader to do something: change their mind, correct a problem, make a payment or do something concrete. Expose the goal.
Step 2. Use personal pronouns
You can definitely use "I", "we", "You" and "You" in a business letter. Talk about yourself in the first person singular and address the recipient with "you", "you" or "you".
Pay attention if you write the letter in the name of the company. If you are a spokesperson for the business perspective, you should use "we" so the reader will know that the business is behind your claims. If you write your opinions, use "me"
Step 3. Write clearly and concisely
The reader must understand exactly what you mean. It will only respond quickly if what you wrote makes sense. In particular, if you want to achieve a certain result or take a certain action after receiving the letter, state it. Explain your position as briefly as possible.
Step 4. Use the active form
When describing a situation or making a request, be sure to choose the active form, avoid the passive. The latter makes writing ambiguous or impersonal. Plus, the active form is more dynamic and goes straight to the point. Examples:
- Passive: "These sunglasses were not designed or manufactured with durability in mind."
- Active: "The company designs and manufactures these sunglasses without giving importance to durability."
Step 5. Be conversational if necessary
Letters are written by people for other people. If possible, avoid using preset templates. It is impossible to cultivate a relationship with an impersonal and mass correspondence. However, also steer clear of very informal language and slang. The tone should be formal, yet friendly and easy-going.
- If you know the recipient well, you can include a friendly line to say hello or good wishes.
- Use common sense to determine how much personality to let out. Sometimes adding a touch of humor is useful in a business context, but think about it before making a joke.
Step 6. Be courteous
You can also be nice when writing to express a complaint or problem. Consider the recipient's position and offer what you can, within reason, to be accommodating and helpful.
Here is an example of a rude complaint: "I think these sunglasses are of poor quality and I will never buy them again." Example of a polite complaint: "The construction of these sunglasses disappointed me and I intend to buy them elsewhere in the future."
Step 7. If the letter has more than one page, use suitable letterhead
Most business letters should be concise enough to only take up one page. However, if you have a longer document, such as a contract or legal verdict, you may need more. Use appropriate letterhead from the second page onwards, which usually has an abbreviated address and is made from the same type of paper as the first.
Number the pages following the first, indicating the symbol at the top. You can also include the recipient's name and date
Step 8. Take stock
In the last paragraph, summarize the points covered and clearly summarize the planned course of action or what you expect from the recipient. Remind them that they can contact you if they have any questions or problems. Thank him for paying attention to the letter and the matter.
Part 3 of 4: Closing Formula
Step 1. Choose a closing formula
The final greeting, like the initial one, is an indication of respect and formality. Generally, you are on the safe side with "Yours sincerely" or "Sincerely", but you can also write "Sincerely", "Best regards", "Greetings" and "Best regards". You can also use a professional but less formal closing phrase, such as "Thank you". Type a comma after the greeting.
Step 2. Sign the letter
Leave about four blank lines for your signature. Sign it after printing it. If you will be e-mailing it, scan an image of your signature and attach it to this part of the letter. Blue or black ink is preferred.
If you have to sign the letter for someone else, write "pp:" before signing, which stands for "by proxy (of)", or "on behalf of"
Step 3. Enter your name and contact details
Under the signature, type in your name, title, phone number, email address, and any other useful information on the computer. Devote a line to each data.
Step 4. Add the initials of the person who typed the letter
If it was typed on the computer by someone other than the author, you must indicate the initials under the signature space. Sometimes the initials of the author of the letter are also included. In this way, it is clear who worked on it.
- For example, if you indicate the typist's initials, use lowercase letters, such as "m.b.".
- If you include the author's initials, use capital letters, while leaving the typist's initials in lowercase: "R. B.:m.b.". In some cases, a dash is added between the two pairs of initials: "R. B.-m.b.".
Step 5. Indicate the presence of attachments
If you have attached other documents that will need to be examined by the recipient, indicate them a few lines below your contact details. Specify the number and type of documents. For example, write "Attachments (2): resume, brochure".
You can also shorten the word "Attachments" by writing "All."
Step 6. If necessary, add the names of the other recipients
If you are going to send a copy of the letter to several people, you should point them out. You can do this by typing "cc:" under the attachment line, which stands for "carbon copy". Immediately after, he lists the names and titles of the other recipients ("cc" also meant "carbon copy", because in fact the hard copy was done using carbon paper).
- For example, write "cc: Marco Bianchi, Vice President of the Marketing Department".
- If you add more than one name, align the second one below the first, but don't rewrite "cc:".
Part 4 of 4: Concluding the Letter
Step 1. Correct the letter
The graphic aspect is a fundamental element that denotes a certain professionalism. By correcting the errors in the letter, you ensure that the recipient immediately considers you capable and authoritative. Spell check it in your word processor, also read it carefully before sending it.
- Ask yourself if the letter is clear and concise. Do the paragraphs contain more than three or four sentences? If so, decide if you can delete unnecessary claims.
- If the letter is extremely important, you could have a friend or colleague read it. Sometimes a second look can help you catch mistakes or weird expressions you didn't notice.
Step 2. Don't pin the letter
If you have multiple pages, this method should generally be avoided. To make sure the sheets are neat, secure them with a paper clip on the top left.
Step 3. Prepare the letter for shipment
If you are going to send it by post, use a suitable envelope. If possible, use one with your company logo printed on it. Write down the return address and the recipient address well. Fold the letter in three parts, so that the recipient opens the top fold first, then the bottom fold. Make sure you glue on enough stamps and mail it.
- If you think your handwriting is messy and doesn't do your professionalism justice, write the addresses with the word processor and print them on the envelope.
- If the letter is extremely important and / or urgent, you could have it delivered by courier.
- If you want to email it, convert it to HTML or save it as PDF to keep the formatting. However, it is best to send it by post.
Advice
- Use a quality pen to sign the letter.
- Be careful. If you can't reply in less than a week, explain it to the recipient and tell him when he can expect a reply from you.
- Emphasize the positives. Talk about what you can do, not what you can't do. For example, if a product is not in stock, do not tell the customer that you are unable to complete the order. Instead, explain to him that the good is very popular and all stocks are out of stock. Then, tell him when you can deliver the order.
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If you have to write a complex letter, first try to make a lineup.
- Make a list of the topics you want to cover. Don't worry about the order.
- For each topic, make a list of keywords, examples, arguments and facts.
- Review each topic on the list and redistribute it in order of importance based on your purpose and recipient.
- Eliminate anything that is not relevant.
- Distribute the information in the order that works best for the reader.
Warnings
- Don't overdo the flattery. A sincere compliment is acceptable, but too much would suggest that you have to rely on flattery, not competence, to get your job done.
- Don't be blunt or overly emphatic. Remember, with a business letter you try to improve or start a professional relationship.
