Writing business letters is an art that very few people take the time to master today. For those who dedicate time towards learning the proper format and style of writing business letters, they’ll find that they’ve gained a very distinct advantage over those who haven’t.
A business letter is often the first impression, so take the opportunity to do it right. Spend time fixing the wording and print the letter on high-quality paper. Master the techniques and points of writing business letters and you’ll never have to wonder how you came across in your initial contact with the individual.
Before you begin writing business letters, try to research and find out as much as possible about the audience that you are writing to. Business letters can range from an extremely formal style of writing to a more casual mode. Knowing which to use will go a long way in gaining the interest of the recipient of the letter. No matter which style of writing you decide to use when writing business letters, there are certain rules that need to be followed. When writing business letters, you should always use your computer. They should never be written by hand.
Begin by choosing the format in writing business letters. The most commonly used format is the block format. This requires left justifying the whole letter using single spacing with a double space between paragraphs. Next choose the font. In writing business letters, one may not think the font is all that important but it can make a big difference. Again, the type of company you are directing your business letter to will play a role in the font you choose. Traditional companies lean towards the more conservative font styles while others may allow for more creativity. Either way, your letter should always be easy to read. Some fonts are very creative looking and make for an interesting looking page but are difficult to read. If it’s too difficult then your letter may not get read. Keep in mind that you are writing business letters for the audience not for yourself. Read what you have selected and ask yourself if you’d have any trouble reading this.
In writing business letters, remember that it’s a much more formal looking document than personal letters. The margin should be at least an inch on all four sides. Begin with the heading, which contains the return address then a date line with a space between the two. Skip another line after the date and write out the inside address. If you’re writing a business letter then most likely this is an important document that you truly need to have delivered correctly. The inclusion of an inside address on a business letter ensures the delivery to the correct person or department should the address on the outside of the envelope become damaged in some way. Skip another line after the inside address and type in the salutation. The greeting, when writing business letters, is always formal. It typically begins with “Dear” and includes the person’s full name and title. Skip another line after the salutation and you’re ready to begin writing the body of the letter.
The most important part of writing business letters is the body of the letter. Excellent grammar and spelling is a must to make a good impression on the reader. The information you are conveying here must be concise and to the point. The whole purpose of writing business letters is to get a point across or to request something. In doing these things, you need to have a good handle on proper grammar and English choices to make your statement as quickly and succinctly as possible. This is not the time to use flowery creative words and draw out your sentences. Do not attempt to show off your vocabulary skills. Be professional but yet clear on the subject.
Again skip another line before your closing. Use a short but polite closing in writing business letters and skip two lines before typing in your full name. This allows a space for your handwritten signature.
Follow these tips when writing business letters and you’ll find that this will set you apart from most people who haven’t taken the time to really study how writing business letters should be.
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