How to Write a Business Letter

You can follow these easy-to-remember steps in order to write an excellent business letter.

• Write the letter in block style and do not use indents.
• Run a spell check and use the grammar checker on your final letter because even one spelling mistake can tarnish the brand image of the company.
• Use your company letterhead and write the name and address of the recipient on the top right-hand corner.
• The salutation should be addressed to Mr. or Ms. (Mrs. is old usage) or Dr, Revd, or other relevant title in special cases. If you are unsure of the recipient’s name then use, to whomsoever it may concern.
• State the subject or reason for the letter in one line at the start of the letter.  These days this is often shown in bold text and is underlined.
• The introductory paragraph of the letter should start by stating the motive for writing the letter. For example, in regards to our telephone conversation…
• The introduction should be followed by your requests and expectations of the recipient.
• Keep the language crisp and concise and use business English.
• Always include your contact details and use a sign off line such as I look forward to working with you…
• Conclude the letter with a thank you line and a salutation such as Warm Regards or Yours Sincerely
• Sign off with your name and title. If the letter is in the hard copy format then sign your name over your typed title. You must remember that proofreading your writing before you send it is essential.