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How To Write Business Letter

The document provides guidance on how to write effective letters by identifying the audience, practicing proper formatting, and including key components such as the date, greeting, introduction, body, conclusion, and complimentary close. It distinguishes between informal friendly letters that can be handwritten and formal business letters that should always be typed. Tips are provided to proofread for errors, keep the letter concise and focused, and maintain a respectful tone.

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Pawoen Mujur
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161 views3 pages

How To Write Business Letter

The document provides guidance on how to write effective letters by identifying the audience, practicing proper formatting, and including key components such as the date, greeting, introduction, body, conclusion, and complimentary close. It distinguishes between informal friendly letters that can be handwritten and formal business letters that should always be typed. Tips are provided to proofread for errors, keep the letter concise and focused, and maintain a respectful tone.

Uploaded by

Pawoen Mujur
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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How to Write a Letter

The most important element of writing a good letter is your ability to identify and write to
your audience. If you are writing a letter to your love interest, it will be crafted in an entirely
different manner than if you are writing a letter to the human resources department of a large
corporation. Learning to write a good letter also takes practice, knowledge about proper form
and the ability to put into words your feelings, thoughts, and/or ideas. If you learn the basic
parts of a letter, it will help you to create letters for a variety of audiences and occasions.

The Presentation of the Letter


The presentation of the letter can be hand-written for informal letters (friendly letters) that are
addressed to friends and family members, especially thank-you letters.

Formal letters which are written on behalf of businesses or to professional contacts (business
letters) should always be typed. The letter should also be free of grammatical and spelling
errors, so proofreading it after it is written is of the utmost importance.

Parts of the Letter:


If writing an email, Your Address, Date, and Inside Address should be omitted.

Your Address
At the top of your letter, you will put your address, so the reader will know where to send
their reply to.

Date
Put the date on which the letter was written in the format Month Day Year i.e. June, 7, 2014.

Inside Address
The inside address is only required for a paper business letter and will include the address of
the person you are writing to along with the name of the recipient, their title and company
name. If you are not sure who the letter should be addressed to either leave it blank or try to
put in a title, i.e. "Director of Human Resources".

The Greeting
The greeting will address the recipient that the letter is being sent to. This is usually
completed in the form of "Dear Anne" or "Hey Anne", for less formal letters.

The Introductory Paragraph


The first paragraph and will generally outline the purpose for the letter and the reason that the
letter is being sent. This can address any issues that are outstanding and is used to set the tone
for the entire rest of the letter. In this first paragraph, the summary of the letter can be found
and the intentions which will be displayed through the rest of the letter should be outlined.
From the first paragraph of the letter, the recipient should be able to note the tone of the
letter.

The Body
The body of the letter will expand upon the introductory paragraph and you can extend your
thoughts and feelings further when it comes to the letter. The body of the letter will usually
be just a few paragraphs for most letters.
The Closing Paragraph
In the closing paragraph of the letter, you will close the letter and finish any thoughts that
have been mentioned.

The Complimentary Close


The complimentary close of the letter comes in various forms from yours truly, if you are
familiar with the recipient, to a traditional sincerely which is a versatile closing that can be
used in a variety of letters detailing many situations.
Letter Writing Tips

 Always proofread your letter after writing it, check for sentence structure, grammar,
spelling mistakes.
 Proofread your letter again (and again) after you have revised it.
 Keep the recipient in mind, and write in a way that he/she can easily understand the letter.
 Do not use abbreviated dates, e.g. use November 19, 2017, and not 11/19/17.
 Be respectful when you write, even if you are writing a letter of complaint.

Business letter writing tips


 Be concise and keep to the point, but don't leave out any important information.
 Try to keep your letter short enough so that it fits on one page.
 If your letter is more than a page long, use another page, don't use the back of the page.
 If you have access to company (or personal) stationary with a letterhead on it, use that
instead of regular paper.

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