What is a Business Letter?

Business Letter is a letter which is used by organizations to communicate in a professional

way with customers, other companies, clients, shareholders, investors, etc. Business letter
uses formal language and a specific format. Companies use it to convey important
information and messages. These letters can be used for professional correspondence
between business clients, employees, stakeholders as well as individuals.

Whether you need to tell a potential client about your product, collaborate with another
company, convince someone to attend your event, or give a thank you note – a well-written
business letter can stand out.

Parts of a Business Letter

SENDER'S ADDRESS/HEADING

The sender's address usually is included in letterhead. If you are not using letterhead, include
the sender's address at the top of the letter one line above the date. Do not write the sender's
name or title, as it is included in the letter's closing. Include only the street address, city, and
zip code.

DATE

The date line is used to indicate the date the letter was written. However, if your letter is
completed over a number of days, use the date it was finished in the date line. When writing
to companies within the United States, use the American date format. (The United States-
based convention for formatting a date places the month before the day. For example: June
11, 2001. )

INSIDE ADDRESS/RECIPIENT’S ADDRESS

The inside address is the recipient's address. It is always best to write to a specific individual
at the firm to which you are writing. If you do not have the person's name, do some research
by calling the company or speaking with employees from the company. Include a personal
title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss,
Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is
a possibility that the person to whom you are writing is a Dr. or has some other title, use that
title. Usually, people will not mind being addressed by a higher title than they actually
possess.

SALUTATION

Use the same name as the inside address, including the personal title. If you know the person
and typically address them by their first name, it is acceptable to use only the first name in
the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title
and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed
by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot
determine gender. For example, you might write Dear Chris Harmon: if you were unsure of
Chris's gender.

BODY

For block and modified block formats, single space and left justify each paragraph within the
body of the letter. Leave a blank line between each paragraph. When writing a business
letter, be careful to remember that conciseness is very important. In the first paragraph,
consider a friendly opening and then a statement of the main point. The next paragraph
should begin justifying the importance of the main point. In the next few paragraphs, continue
justification with background information and supporting details. The closing paragraph
should restate the purpose of the letter and, in some cases, request some type of action.

CLOSING

The closing begins at the same vertical point as your date and one line after the last body
paragraph. Capitalize the first word only (for example: Thank you) and leave four lines
between the closing and the sender's name for a signature. If a colon follows the salutation, a
comma should follow the closing; otherwise, there is no punctuation after the closing.

ENCLOSURES

If you have enclosed any documents along with the letter, such as a resume, you indicate this
simply by typing Enclosures below the closing. As an option, you may list the name of each
document you are including in the envelope. For instance, if you have included many
documents and need to ensure that the recipient is aware of each document, it may be a
good idea to list the names.

Format and Font

FULL BLOCK FORMAT

When writing business letters, you must pay special attention to the format and font used.
The most common layout of a business letter is known as block format. Using this format, the
entire letter is left justified and single spaced except for a double space between paragraphs.

MODIFIED BLOCK
Another widely utilized format is known as modified block format. In this type, the body of the
letter and the sender's and recipient's addresses are left justified and single-spaced. However,
for the date and closing, tab to the center point and begin to type.

SEMI-BLOCK
The final, and least used, style is semi-block. It is much like the modified block style except
that each paragraph is indented instead of left justified.

Font
Another important factor in the readability of a letter is the font. The generally accepted font
is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing
a font, always consider your audience. If you are writing to a conservative company, you may
want to use Times New Roman. However, if you are writing to a more liberal company, you
have a little more freedom when choosing fonts.

Punctuation
Punctuation after the salutation and closing - use a colon (:) after the salutation (never a
comma) and a comma (,) after the closing. In some circumstances, you may also use a less
common format, known as open punctuation. For this style, punctuation is excluded after the
salutation and the closing.

Tips on Writing Business Letters

1. KEEP IT SHORT AND SIMPLE

Word choice can make or break the effectiveness of your business letter. Avoid flowery
descriptions and jargon unless you’re sure the recipient will understand what you’re talking
about.

As Benjamin Franklin once said, “Time is money.”

Keep the letter clear and concise. Get to the point as quickly as possible.

2. RIGHT TONE

Keep your tone conversational, yet professional. You don’t want to come off as arrogant or
boastful, do you?

Save casual language for emails and messages – your printed business letters should be a
little professional.

With that said, make sure that you sound like yourself. You don’t want your letter to come off
as something written by a machine!

Tip: Use verbs that have an active voice instead of passive. Active voice shows that you care
and that you’re responsible for your actions. (Example: “We will deliver it to you by December
15.” Not… “Your item will be delivered by December 15.)

3. PROOFREAD, PROOFREAD, AND PROOFREAD!

As you might have already understood, a business letter is not the place to be sloppy. Triple-
check it for spelling and grammatical errors.

Also, don’t forget to review the spelling of your recipient’s name. If you spell it incorrectly,
that’ll increase the chances of your letter winding up in the trash.

At all costs, avoid grammatical mistakes. They suggest that you lack professionalism and
attention to detail. Make sure to also do a spell check while you’re at it.

Sections of a Business Letter

Each section of your letter should adhere to the appropriate format, starting with your contact
information and that of your recipient’s; salutation; the body of the letter; closing; and finally,
your signature.

YOUR CONTACT INFORMATION (HEADING)

 Your Name
 Your Job Title
 Your Company
 Your Address
 City, State Zip Code
 Your Phone Number
 Your Email Address

THE DATE

 The date you're penning the correspondence

RECIPIENT’S CONTACT INFORMATION (INSIDE ADDRESS/RECIPIENT’S ADDRESS)

 Their Name
 Their Title
  Their Company
 The Company’s Address
 City, State Zip Code

THE SALUTATION

 Use "To Whom It May Concern," if you’re unsure specifically whom you’re addressing.
 Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if you do not know the
recipient.
 Use “Dear [First Name],” only if you have an informal relationship with the recipient.

THE BODY

 Use single-spaced lines with an added space between each paragraph, after the
salutation, and above the closing.
 Left justify your letter (against the left margin).

CLOSING SALUTATION

Keep your closing paragraph to two sentences. Simply reiterate your reason for writing and
thank the reader for considering your request. Some good options for your closing include:

 Respectfully yours
 Yours sincerely
 Cordially
 Respectfully

If your letter is less formal, consider using:

 All the best

 Best
 Thank you
 Regards

YOUR SIGNATURE

Write your signature just beneath your closing and leave four single spaces between your
closing and your typed full name, title, phone number, email address, and any other contact
information you want to include.

Use the format below:

Your handwritten signature

Typed full name

Title

What is an application letter?

An application letter, also known as a cover letter, is a document that accompanies your
resume when you're applying for a job. This letter expands upon the information you
have noted in your resume. It gives you a powerful opportunity to emphasize your most
relevant qualifications and explain why you believe you're the best candidate for the job.

While you're not always required to include an application letter with your resume, it's always
a good idea to do so. This document allows you to present a persuasive argument for
why you deserve a job interview. Your application letter can also help explain your
resume further, such as a long gap in employment or apparent demotion.

While a resume is confined to a concise format, your application letter provides room for
elaboration. Use the application letter to its full potential to increase your chances of moving
forward in the hiring process.

How to Write an Application Letter

1. RESEARCH THE COMPANY AND JOB OPENING

Thoroughly research the company you're applying to and the specifications of the open
position. The more you know about the job, the better you can customize your application
letter. Look for details like:

 Recent awards the company has received

 Major accomplishments or distinguishers that set this business apart from competitors
 Specialized certifications, skills or knowledge that are necessary or helpful for the job
 The size of the company
 The company culture
 Charitable projects the company is involved with
 The name and title for the hiring manager

2. USE A PROFESSIONAL FORMAT

This letter should follow a professional format and include your name, your contact
information, the date and the company's information. Begin with a professional salutation,
such as "Dear X," and address the hiring manager by name whenever possible. If thorough
research doesn't yield the hiring manager's name, you may use "Dear [Department] Hiring
Manager," to address your recipient.

3. STATE THE POSITION YOU'RE APPLYING FOR

Open the letter with a clear statement about the position you are applying for. Mention the
company by name. You may want to specify where you saw the job posting. If you were
referred by someone at the company, be sure to include their name and position.

4. EXPLAIN WHY YOU'RE THE BEST FIT FOR THE JOB

In one or two impactful sentences, explain why you're the best fit for this job opening. Provide
clear details regarding your experience, skills, education or certifications.

5. SUMMARIZE YOUR QUALIFICATIONS

Mention the top qualifications that make you a good fit for the job. Provide a brief summary of
your background that highlights the most important points from your resume. Consider what
you want the hiring manager to know first. The reader will likely read your cover letter before
reviewing your application, so this is your opportunity to make a compelling argument for why
the reader should review your resume.

6. MENTION WHY YOU WANT THE JOB

Include a personal statement about why you want this position. You've already explained why
the company should want you. This section details why you have chosen this company and
what excites you most about this job opportunity.

7. INCLUDE A PROFESSIONAL CLOSING

Thank the reader for reviewing your letter, reference your resume and any other attached
documents and offer to provide additional information as needed. Mention that you look
forward to the next steps in the hiring process and conclude with "Sincerely," as a closing.

What is a Resumé?

A resume is a brief summary of personal and professional experiences, skills, and

education history. Its main purpose is to show off your best self to potential employers.
When applying for a job, you're (in most cases) going to be asked for a resume accompanied
by a cover letter.

A resume is a document commonly used in the hiring process. It includes information

about your background and qualifications and should communicate the most important,
relevant information about you to employers in a clear, easy-to-read format. The goal is to
quickly communicate why you are uniquely qualified for the position based on your skills and
experiences.

To create a resume that will get noticed by employers, you can follow a few simple steps and
best practices. The main goal to keep in mind is to make your resume relevant and readable.

How to Create a Professional Resumé

1.START BY CHOOSING THE RIGHT RESUME FORMAT

Let’s take a closer look at the best ways to write each of these resume sections. For more
inspiration when writing or updating your resume, look at resume samples from your industry
and job title.

A “format” is the style and order in which you display information on your resume. There are
three commonly used resume formats you can choose from depending on which is right for
you: chronological (or reverse-chronological), functional or combination.

A chronological resume format places the professional history section first and is a good
option if you have a rich professional work history with no gaps in employment.

The functional resume format emphasizes the skills section and is a good option if you are
switching industries or have some gaps in your work history.

The combination resume format is a good option if you have some professional experience
where both skills and work history are equally important.
2. INCLUDE YOUR NAME AND CONTACT INFORMATION

Your resume should begin with your name and contact information including your email
address and phone number. You have a choice about whether to include your mailing
address. Your name should be highly visible at the top of your resume with a bolded or larger
font than the rest of the document but no more than a 14-point size. You might also include a
link to your online portfolio if you are applying to creative positions, for example.

3. ADD A RESUME SUMMARY OR OBJECTIVE

After your contact information, you have the option to include either a resume summary or
objective statement. An objective statement quickly explains your career goals and is a good
choice for those with limited professional experience such as recent college or high school
graduates. A resume summary is a short statement that uses active language to describe
your relevant work experience and skills.

4. LIST YOUR SOFT AND HARD SKILLS

Take a moment to consider which skills make you a great fit for the job. Review the job
description and highlight keywords that you have had proven success with in the past.
Consider hard (technical) and soft (interpersonal) skills, as well as transferable skills you can
use when changing careers or industries.

Create a skills section with the keywords that are relevant to the employer. List any required
skills like certifications or licenses first.

5. LIST YOUR PROFESSIONAL HISTORY WITH KEYWORDS

Write your professional history section in reverse-chronological order. Start with your most
recent job and provide a short description including the company name, time period in which
you were employed, your job title and a few key achievements during your time at the
company. You might also include relevant learnings or growth opportunities you experienced
while employed there.

When listing your professional history, you should keep a few best practices in mind.

 Use numbers to measure your impact when possible. Including specific numerical
achievements can help employers understand your direct potential value to their
company. Example: “Developed new process for requesting supplies, reducing
fulfilment time by 10%.”
 Use keywords from the job description. Similar to your skills section, you should also
include information from the job description in your job history bullets. For example, if
the job description mentions the importance of meeting sales quotas, you could include
information about how you’ve met or exceeded quotas in past roles. Example:
“Achieved goal of reaching 250% annual sales quota, winning sales MVP two quarters
in a row.”
 Be brief. Employers have mere seconds to review your resume, so you should keep
your descriptions as concise and relevant as possible. Try removing filler words like
“and” and “the”. You should also only list key achievements instead of multiple lines
describing your role.
 Use action verbs. Make a stronger impact by using action verbs to describe your
professional achievements. Some examples include “developed”, “saved”, “drove” and
“managed”.

6. INCLUDE AN EDUCATION SECTION

An education section will be especially valuable if you have limited work experience (such as
recent college or high school graduates) or if you are transferring to a new industry. You can
include information such as:

 Relevant coursework
 Percentage or rank
 Participation in clubs or organizations
 Leadership positions held
 Awards, achievements or certifications
When writing your education section, you should include the names of the institutions, dates
of attendance and your degrees or areas of study. If you are applying to mid or higher-level
positions, you might remove all but the name of your school and dates of attendance to make
room for more relevant professional experience on your resume.

If you have certifications or licenses that are relevant to the job description, you can include
them in this section as well. To save space, you can leave off any credentials that are not
directly related to the requirements of this job.

7. CONSIDER ADDING OPTIONAL SECTIONS

If you have significant white space on your resume, consider adding an achievement or
interests section. This can help supplement a shorter resume, especially for those with limited
work and educational experience. Make sure that the achievements and interests you list
support your career goals and are relevant to potential employers.

8. FORMAT YOUR RESUME

While the layout of your resume is important, you should also take time to pay attention to
formatting details like font style, font size, margins and spacing. Formatting your resume can
make it look clean, professional and improve readability. This is important when attempting to
keep your employer’s attention. Here are a few key tips that can help make your resume look
polished.
 Make your font between 10 and 12-point size.
 Select a font that is clean and easy to read like Arial or Helvetica; avoid stylized fonts.
 Make sure your margins are 1 to 1.5 inches.
 Make your name and section headers bold or slightly bigger in font size (no more than
14 points).
 Use bullet points when listing several different pieces of information like under your
education and professional history sections.

9. PROOFREAD YOUR RESUME

Carefully review your resume for spelling, grammar and punctuation errors. Reading your
resume backwards can help you identify errors by presenting the words in a new order. You
should also ask trusted friends, colleagues, professors and family members if they can review
your resume. Third-party opinions can help reveal new information you might have
overlooked.

If your resume is more than one page, review for ways to consolidate or shorten each section
by removing filler words or extraneous information. Two pages may be acceptable if you are
applying for high-level positions or industries like healthcare or academia.

10. TAILOR YOUR RESUME FOR EACH POSITION

It’s important to revise your resume to tailor it to each position you apply for. For each job,
adjust the keywords in the skills section so that it’s a great fit for what the employer needs.
You should also change what you emphasize in the professional history and educational
experiences sections depending on what’s listed in the job description.