A business letter is a formal document that companies send to other companies, their clients, customers, or other stakeholders for a variety of purposes. The format of a business letter varies with every organization and the purpose for which it’s being written but the major components remain the same.
In this article, you’ll get an in-depth knowledge of how to writing business letter, its components, and structure. So, if it’s something you are looking for, you are in for a treat.
Components of a business letter
Business writing is different from any other style of writing in several ways. The whole purpose of business writing is to deliver the message effectively and efficiently without going into unnecessary details. If you are writing a business letter, it should have the following components.
Address of sender
It is a convention to write the address of the sender at the top of the business letter. Write it one line above the date. It does not have to include any other details about the sender like name or title, just the address and zip code would suffice.
Write the date when the letter was completed one line below the sender’s address. Follow the format of the date according to your country. In the United States, write the month, day, and then the year, for example, October 26, 2020.
The next thing is to write the address of the recipient. It is always preferred to write to a specific person rather than mentioning just the address of the company. If you do not know the name of the recipient, you should do some research and find the details of the concerned person. Write a personal title like Mr., Ms., or Mrs. considering the gender of your recipient. The address of the recipient comes one line below the date and should always be left justified.
The next step in how to writing business letter is the salutation. Now you already know the name of your recipient, write the name along with a personal title. It is common practice to mention just the first name, for example, Dear David. Be sure to include a colon after the first name. If you know the gender of your recipient, use a gender-specific salutation. Otherwise, go with a nonsexist one, for example, mention the recipient’s job title followed by their first name.
The body of the business letter contains the actual content which needs to be delivered to the recipient. While writing the body, try to be as concise as possible. You do not want to fill in unnecessary information that would make the recipient lose their interest. Use single spacing in the paragraph and always left justify the body. Leave a blank line after each paragraph of the body.
Build a rapport with the recipient in the first line of the body by throwing in a friendly statement and then move to the actual agenda. After communicating the message, rewrite the purpose of the letter in the closing paragraph. Include any call to action if needed.
Leave a blank line after the last paragraph of the body and then write the closing of your business letter. Write what you intend and capitalize only the first word. Leave four lines after the closing and before the sender’s name to give enough space for a signature.
If you need to attach any extra documents along with your business letter, after closing, write Enclosures and list down all the documents that you have attached. It will ensure that the recipient is aware of all the documents attached and does not have to look at all the documents individually to know what those are.
Initials of the typist
It is a convention to write the initials of the person who types the business letter at the bottom. If you are the sender and typed it yourself, then there is no need to do so.
Business letters are among the most used communication means for organizations. They should be written with the utmost clarity and conciseness to deliver the message effectively. This guide would assist you in how to writing business letter and give you enough information so you can do that on your own.
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