A Guide to Writing an Effective Business Letter Using Templates

A letter is a written conversational document sent over by post. Organizations communicate with their customers and other relevant parties using these letters despite their size, structure and operation. Business letters are helpful to seek enquiries, place and execute the order and other important functions for communications.

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The Basic Format of a Business Letter

Now, let’s look at the basic layout for a business letter.Each of these letters includes the following necessary features –

1. Heading – The “head address” or the “letterhead” involves the name and address of the organization. The heading is either at the top right of the paper or the top centre. The heading contains information on the organization’s name, address, trademark, contact number, telexes number, Ethics-mail address and other details.

• Reference Number – It is the number that the letter’s recipient mentions in future correspondences. You can find the reference number around the date line, either below it or on the same line with the date to the right margin. These reference numbers serve a unique purpose as they link replies with earlier correspondences or send future responses to their appropriate departments.

• Date – You’ll find the date at the closing on the right margin or at the beginning of the left margin. The date facilitates quick future references to initiate prompt response and ordered filing.

• Inside address – Every letter is written to some person or organization. The inside address carries the name and the address of that individual or institution. You place the inside address from the left margin and under the reference time. This address creates the copy’s record for identification and filing.

• Attention line – You place the attention line above the salutation and beneath the attention time. The attention line remains underlined as it reflects the recipient’s name.

• Salutation – The salutation greets the addressee as the writer’s complimentary greeting to start working on the letter. By leaving a gap, you write the salutation under the inside address or the attention line. It begins from the left side margin, and the letter’s style determines if it requires a comma at the end.

• Subject line – The subject line appears under the salutation line and speaks about the correspondence. The subject line generally starts from the left margin but may also begin from the centre. The subject line falls below the salutation line. Other than the subject, it can contain specific identification details like the invoice number or the date of the previous letter.

• The letter’s body – The body contains the core message comprising three or four paragraphs. But there are some basic rules to writing its details.

• The first paragraph, the opening paragraph that starts the letter, aims to create a relationship with its reader.

• The second paragraph is the letter’s main paragraph as it involves the core subject matter.

• The third paragraph works as an extension of the second paragraph.

• The fourth paragraph, a.k.a the closing paragraph, concludes the letter. This paragraph should follow a natural and rational approach to complete the letter.

• You can close the body with a vital statement like a request, an offer or a question to facilitate future communication.

• Formal Close – The subscription or formal close is a decent way to finish the letter. It appears under the last paragraph in the letter’s body. The letter’s style determines whether it should fit on the left or right sides. The subscription must lie parallel to the letter’s salutation.

1. Signature block/slot – The signature is necessary since it is the writer’s asset on the letter’s subject matter. The signature is written by hand and includes the writer’s name, status, department or firm. You’ll find the signature under the complimentary close.

1. Enclosures – At times, you’ll find documents like a price list catalogue attached with a letter called “enclosures”. Like the name, these “enclosures” mention the enclosed documents or are attached to the letter. You place enclosures at the bottom left margin of the business letter.

1. Postscript – The postscript is the writing that follows once the letter is closed. It becomes relevant if the writer forgets to include information or a message within the main part. Postscripts should be to the point and precise.

1. Carbon Copy (CC) notation – The carbon copy (CC) notation applies if the copies for one letter should be sent to more than a single recipient.

1. Reference initial – Includes typed initials within a business letter and involves reference initials. These initials can be helpful during office checking. You can find reference initials adjacent to the left margin.   

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Top 7 Ways to Write a Business Letter

Now let’s see how you can create a better professional business letter to appeal to its readers.

1. Maintain a professional tone – Write your letter in a friendly-yet-professional manner. Your tone should remain confident, sincere and polite with appropriate subordination and emphasis. Maintain non-discriminatory language with a focus on the reader.

• Introduce clarity – Do not overindulge; instead, place your point at the beginning of your letter. Maintain a simple and concise communication language with active words for reader engagement.

• Rationally-arranged information – You can separate group-related details in distinct paragraphs. If your letter is lengthy, include subheads and use paragraphs to divide the content in your letter. You can also highlight the core keywords and emphasize them before the reader.

• Include colours to stress words within the text – You can highlight or colour the main terms in the text of your business letter. But, for printing purposes, it’s better to use light colours like light blue, light green or yellow.

• Remain convincing – When writing a business letter, engage your reader in a positive relationship. If your recipient is familiar to you, create a common ground to hook them into your letter.

• Use a CTA (call-to-action) to conclude your letter – The CTA should offer precise information about the next step the reader must take to achieve the solution. For example, you can mention how you’ll proceed with the follow-up.

• Proofread your letter before sending it – Do not forget to proofread your business letter for simple errors in spelling or punctuation. Then, once you’re sure it’s perfect, send it to its recipient.    

Conclusion

Always remain to the point whenever you write a business letter. The more information you can describe in short, the better your letter will appeal to its readers. Keep your communication simple without overcomplicating the details.

Author Bio

Vladimir Luvdesky is a Russian information technology assignment help professor who has worked with Essayassignmenthelp.com.au for the past two years. He guides students to write better resumes that land them in bigger opportunities.