Business Letter Templates

How to Write a Business Letter 

A business letter is a type of document commonly used by the organization for internal and external purposes. It is a formal and effective communication tool that will also form a permanent record. As stated by Marstranslacion, a professional translation service, business letters are essential documents since they serve as a formal method of communication between organizations and people. 

Other than a method of communication, business letters are also used for legal purposes. Therefore, you should write these letters professionally. Here are a few tips that we prepared for you when writing one. 

1. Determine the Purpose of Your Letter

First of all, you need to determine the purpose or goal of your business letter. If you are planning to secure a service contract with your prospective client, the content of your letter should address their needs or problems. 

2. Keep It Simple

The business letters are meant to provide the reader with easy-to-understand information. Hence, you must simplify the construction of your sentences. Also, pay attention to the point of view of your letter. Use “I” when referring to yourself and “We” if referring to your company. Use “You” if referring to your recipient. 

3. Avoid Using Uncommon Words

The simple technique to make your business letter easy to understand is to avoid using uncommon words. Use those words that are mostly used in business environments. A simple letter goes a long way.

4. Include Call-to-Action

The best way to ensure that your business letter gets a response from the recipient is to include a call-to-action. The call-to-action is one to two sentences that invites the recipient to call or contact you for any questions about your business letter. Also, don’t forget to include your contact information such as email addresses, and telephone and mobile numbers. 

5. Proofread Your Letter

Even professional writers are not immune to typographical, grammatical, misspellings, and other forms of mistakes. Therefore, make sure to proofread your formal letter before using or submitting it. Also, you may ask your workmate or colleagues to proofread your letters too.