Don’t staple your letter. If you have multiple pages, staples are generally avoided. If you want to ensure that the papers stay in order, then use a paperclip at the top left corner.
Post the letter. If you’re sending the letter via post, use a business envelope. If available, use one with the company logo printed on it. Neatly print your return address and the recipient’s address. Fold the letter into third parts, such that the recipient will first unfold the top flap, then the bottom flap. Make sure you affix sufficient postage, and send it off.
Business Letter Formats
If you feel like your handwriting is messy and doesn’t match your professional persona, type the addresses in your word processor and run the envelope through your printer. formal letter format If the letter is extremely important and/or time-sensitive, consider having it delivered by courier.
If you want to email the letter, convert the letter in HTML or save it as a PDF to preserve formatting. It is better, however, to send the physical letter.
Tips of Business Letter format
Use a quality pen to sign the letter.
Be prompt. If you cannot respond fully in less than a week, tell the recipient so and note when he or she can expect a response from you. Business Letter Example Emphasize the positive. Talk about what you can do, not what you can’t. For example, if a product is out of stock, don’t tell the customer you are unable to fill the order; instead, tell them the product is very popular and you have sold out. Then tell them when you can get the order to them.
Classifications of Business Letter
If you’re writing a complex letter, consider writing an outline first. List out the topics you want to cover. Do not worry about the order. For each topic, list keywords, examples, arguments and facts. Review each topic in your outline for relevance to your aim and audience. Cut out anything that’s not relevant. Sort the information into the best order for your reader. Warnings Don’t employ too much flattery. A genuine compliment is acceptable, but going overboard will indicate that you have to rely on flattery, not competence, to do your job.
Don’t be too blunt and forceful in your tone. Remember, you’re trying to improve or start a professional relationship with a business letter.
There are many different reasons for writing a business letter. However, when learning how to write business letters in English start by following these general guidelines. Writing a business emails are very similar, but are generally less formal than written business letters.
Uses of paragraphs in Business Letter
Use block style – do not indent paragraphs. Generally speaking, personal letters are indented in English to indicate a more informal style. Indent refers to a space before the first word of the first sentence in each new paragraph.
Include address of the person you are writing to at the top of the letter, below your company address. For example:
After the address, double space and include date. For example: June 24, 2012
Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Start with ‘Dear’ plus Mr. for men or Ms. for women, unless the recipient has a title such as Dr. Follow with the last name only. For example: Dear Mr. Anders:
State a reference reason for your letter. For example: With reference to our telephone conversation last Tuesday.
Give the reason for writing For example: I enjoyed our conversation earlier today. I am writing to follow-up with a few questions about your products.
Make any polite request you may have. Start (i.e. ‘I would be grateful if you could include a brochure…’) For example: Could we meet next week to discuss the proposal in person? I am available any time between 9 and 2 Monday through Thursday.
If there is to be further contact, refer to this contact (i.e. ‘I look forward to meeting you at…’) For example: I look forward to seeing you again next week.
Close the letter with a thank you. For example: Thank you for your assistance with our technical difficulties last week.