Tips On How To Write A Business Letter

By Author: Rob Thomas
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A business letter is a official method of communication between persons or corporations about any sort of business matter. The distinction between business and personal letters is that business letters follow exact guidelines and are always of a official character and are normally type-written unless otherwise asked. While personal letters can be written in any way that you choose and may be handwritten.

The point of a business letter is to tell readers about something or to persuade them to do something. Many persons are frightened by business letters however, as long as you know the format in which one ought to be written you will be fine. There are diverse formats which can be used when writing a business letter. But, here we will discuss the full block format in which all lines begin to the left. So here is what you will require:

Required Tools

1. A Computer
2. A Printer
3. Pen

Required Materials

1. Envelopes
2. Letterhead or Printer Paper
3. Postage Stamps

Instructions

A business letter basically possesses 5 sections, a heading, the date, the opening, ...
... the body and the closing. The heading ought to include your name, title and address and be 4-6 lines from the top of the page. So you can put these in on a computer or if you have a official letterhead which already has this information you can bypass this step.

Type the date 3 lines under the letterhead on the left or right side. The date can be really vital for legal and filing purposes therefore be sure to include it.

Skip 1 line after entering the date and move on to your opening; put in the recipients name, title and address. Skip 2-4 more lines and type in a greeting and the recipients official name followed by a colon such as, Dear Mrs. Smith: for instance. You ought to introduce yourself in the first paragraph if you are writing to someone who does not know you.

In the body of the letter list the aim of the letter - whether to lodge a grievance, seek information, answer to something or to give information about products and services, while being as plain and concise as you possibly can. Make any demands you have and include contact information if your letter requires further contact or communication.

A business letter ought to be 1 page or less therefore do not worry about filling up the whole page. As long as the information is written in an effective, easy to understand method your goal has been achieved.

Skip 2 lines and go on to your closing; here you may thank the reader for his/her time and state what actions - if any will follow the letter. End the letter with Sincerely, Thank you, Best wishes, or some other similar ending and bypass about 4 lines and type in the senders (your) name.

Print as many duplicates of the letter as you require on your letterhead or regular letter-size printer paper if you do not have a letterhead. Use a pen to write your signature in the area over the senders name. Fold the letter and place it inside an envelope and write the name and address of the recipient on the exterior of the envelope.

If you are writing to an individual in your own company you can hand deliver the letter, if you are sending it outside the company you will have to place the fitting quantity of postage stamps on the envelope before you can mail the letter.

Tips:

See to it that your punctuation, spelling and grammar are flawless in the letter. Read and reread the letter and use a spell-checking program to pick up any errors you might have overlooked. If possible get a second individual to proofread the letter when you are done with it.
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