A business letter is generally defined as a professional kind of letter which can be found in any situation where sending formal, professional correspondence is a necessity. Of course, there are business letter format tips to take advantage of no matter the nature of your letter.
For most people, there are a number of reasons to write business letters, such as to provide information about certain products, to confirm arrangements, etc. Of course, no matter the purpose, one still needs to follow basic business letter etiquette so as to be polite.
Types of Business Letters
Since business letters in Word have so many potential uses, some of the types include:
- Sales letters
- Letters of acknowledgement
- Adjustment letters
- Inquiry letters
Steps for Writing a Business Letter
Of course, the most relevant information is to know how to design your business letter formats. Eleven (11) easy steps to help you do just that are:
- Start by inserting the company’s information at the top of the page, followed by the date.
- Then do the same for the recipient’s information.
- On the body of the letter, choose an appropriate salutation to begin.
- When writing the letter’s content, be sure to be clear and concise.
- Remember to be polite and courteous in tone.
- Be conversational if it is called for so as to establish a connection.
- When closing the letter, use an appropriate valediction to end it.
- Sign the letter with your signature.
- Include your personal information at the bottom of the letter.
- Make note of any enclosures with your letter, if any.
- Be sure to have the letter edited after you finish writing it.
Common Business Letter Writing Mistakes
When it comes to using sample business letters, there are a number of common mistakes that might be committed. After all, mistakes do occur from time to time. In this case, some mistakes you should definitely keep an eye on include:
- Forgetting to write proper names and titles. This can occur sometimes, if you happen to use templates for your business letter examples. You should always remember to check that your letters are always addressed properly.
- Inconsistent formatting. If you want your letters to be taken seriously, then it pays to make sure that you make sure that your letter is formatted properly so as to show a sense of professionalism and attention to detail.
- Not using a formal tone. Keep in mind that this is an official document, and as such it is important that you must keep to a formal tone. Casual speech does not belong in a business letter, so watch what you write.
- Making your letter too complicated. Business documents are meant to be as concise as possible so as to save time on the recipient’s part. This means you ought to avoid things like long lines of text, overly-complex syntax, etc.
- Forgetting to spell-check. It always pays to ensure that your words are spelled correctly. After all, if you want to be taken seriously, it is wise to pay attention to all the details.
With these steps, you should have a much easier time making any business letters you may have to write in the course of your work.