Guidance to Write Business Letter
Writing a business letter plays an important role in communicating with a company. It is not similar to the letters written to your family and your friends with informal style. The below guidance can show what you should do in a business letter.
Need to use letterhead. You can use 8 1/2-inch-by-11-inch stationery with a matching envelope in stead of buying a note card in stores in case you don’t have letterhead.
Let the alignment be left or justified on both sides.
Type name, title and return address four to six lines down from the top of the page when you don’t have preprinte letterhead.
Omit two lines and type the receiver’s full name, business title such as Mr., Ms. or Dr. and address, aligned at the left margin.
Type the formal letter using a word processor instead of writing it by hand.
Type the date two to six lines down from the letterhead or return address. The standard is three lines below.
Skip two to four lines and continue with your greeting, again using the formal name and closing with a colon.
Skip two more lines and begin your letter by introducing yourself because maybe the receiver does not know you.
Display main reasons for writing in the body of the letter. It can be a criticism, praise the business on its products or services, or ask for information. You should keep the letter to one page. A short letter normally will get a quicker response than a long one.
Skip two lines and end the letter with ‘Sincerely,’ ‘Thank you’ or ‘Best wishes,’ followed by a comma.
Leave at least four blank lines for your signature, and then type your name and title. Sign the letter in ink in the space created.
Make sure that your punctuation, spelling and grammar are good by using computer’s spell-checking program or ask someone check the letter before it is sent.
Keep the voice of letter in smooth and polite way even though you are very upset with receiver so that you can get the reply as you expect.
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