Every now and then, entrepreneurs need to write a business letter for some certain reasons, such as to introduce a new product or services to target customers, thank customers and business associates, provide sale incentives (coupons, promos, rebates, special deals), and sometimes to acknowledge a business complaint. But no matter what your reason for writing is, it is expected from an entrepreneur to know and follow the proper format of a business letter.
In this article, we aim to discuss its key elements and how to write a good business letter.
Elements of a Business Letter
- Heading – This includes the return address.
- Address – This contains the address of the person whom you are sending the letter to
- Salutation – This usually begins with “Dear” followed by the name of the person (Mr. John Smith or Ms. Emily Perez)
- Complementary Closing – This is usually a short and polite line ending with a comma.
- Signatory Line – This is the printed version of your name signed with a blue or black pen.
Business Letter Writing Tips
- Make sure that the paper on which you write your letter has the professional letterhead of your business. Using a business letterhead means that you are sending a letter on behalf of your company.
- You must follow the standard format when writing a business letter. If you are not aware of the standard format, the letter should be in block style and justified to the left. Use the classic font types, such as the Times New Roman, Calibri, Arial, or Verdana, and keep the font size between 10 to 12 points.
- It is important to write essential information about your company (name of the company, address, phone number, email address).
- Write the date the letter was written. The date format should be 30 June 2017 or June 30, 2017.
- Write out the essential information of the recipient, such as the his/her full name, company name, and address.
- Use the appropriate salutation. If you do not have any idea to whom you need to address the letter, take some time to research the contact person. If all your efforts fail, you can choose to use “Dear Sir/Madam” as a safe option. Using “To Whom It May Concern” sounds outdated and informal.
- Set the right tone when writing the content of the letter. Your letter should be brief and exude a level of professionalism all throughout. Avoid using flowery words or meaningless babbles.
- Choose the proper closing for your letter. Some options include “Sincerely Yours,” “Regards,” or “Respectfully”. Make sure not to forget to use a comma after the closing.
- Leave a few space and sign your name and position (if any). Make sure to use black or blue pen when signing your name.
- Include your typed name and contact details after your signature.
When writing a business letter, the overall letter style greatly depends on the relationship between the parties involved. That is why it is important to follow all the information discussed in this article to help you craft a professional business letter. Do not hesitate the check out and choose from our collection marketing letter templates. Make sure to download them for free.