For a new business, it is not easy to find a good business letter format. To grow the business, it is necessary that the organization is aware of the dos and don’ts. Moreover, marketing the business or making good corporate relationships, a good formal business letter format must be in an organization’s hand. The question is how to write a business letter. Here is a complete guide that will make it easy to write a formal business letter.
- The Beginning: This is the part where you must be aware of the format. You can always use MS Word’s business letter templates. You can also get help from business letter examples on the internet to get a good guide. Choose the right kind of paper. Believe it or not, it matters. For the US citizens, the correct business letter paper size is 8.5” by 11”. Outside the USA, A4 paper must be used. Get a letterhead to make the further process simple for you. Remember to use a good salutation, for instance, Dear Mr. XX. Moreover, additional information about the recipient at the bottom of the letter.
- The Middle: Start with the right tone. Don’t use jargon. Keep it simple. Tell the reader why are you writing the letter in a formal tone. Use personal pronouns. Use concise sentences. Long sentences and paragraphs take away the interest of the receiver. Avoid using passive voice. If you are complaining, stay courteous. In the last paragraph summarize it all. Tell them what do you want. However, keep the professional tone Keep the paragraphs short of up to 3-4 lines at max.
- The Closing: Select the closing. You may use “Your sincerely,” “Regards,” and “Respectfully.” You may also use “All the best,” “Best wishes,” “Warm regards,” and “Thank you.” Use a comma after your closing. Sign it below the closing and put your contact information with your name and designation. Make a note to enclosures and use a paper clip instead of a stapler.
Follow these steps to make sure your business letter stands out. Always remember to keep a professional tone throughout the letter.