When writing a business letter, use a clear format and make your purpose clear. Use a word processing program with preset margins or follow the block or indented format. Use a formal greeting and clearly state your intent in the first paragraph. Check for errors and sign the letter before mailing.
When writing a business letter, you have to follow certain formats. Formats have some variation, and unless you’re taking a course in letter writing, people may not specifically measure the distance between the top of the page and your addresses, and between the addresses listed and your salutation. The most important aspect when writing a business letter is to make your purpose very clear – why you are writing the letter. However, you should be familiar with a basic format before you start worrying about what and how you’re going to write.
If you use a word processing program, check your program for business letter templates. These can make your job easier because they have preset margins and usually tell you exactly where to place things like addresses. If you don’t have a similar template, your letter can be formatted in two ways. The first is called block format and the second indented format. Unless otherwise specified, the format or any of their variations may be used. The big difference between the two formats is that paragraphs are not indented and text can be justified, so each line is the same length. In the indented format, not all lines will be exactly the same length, and the first sentence of each paragraph will be indented by five spaces.
There are small variations with each format, so this explanation will aim for a way to write a business letter quickly, using the block format, without justifying your text. The business letter should have the following margins: one inch (2.54 cm) at the top, bottom, left and right. Check your word processing program before starting and set these margins if needed. The font should be 12 point and Times New Roman is the preferred choice.
If you’re typing on company letterhead, you don’t need to start the letter with your address. If you’re using standard paper, you should start at the top edge with your address. It is not necessary to include your name with your address. Simply include your address and, if desired, telephone number and email. Add a date directly after the address. You can indent your address so that it runs flush with the right margin, but it can just start at the left margin, which is easier.
Skip a line and write the name of the person you’re writing to, their title or company, and their address. Each entry such as name, title and address should be on a separate line. City, state, and postal code should be on the bottom line. The following order is required for the address: Company, Person, Title and Address.
Skip another line and start with your greeting. This should be formal. If you are writing to Ms. Smith, you will write Dear Ms. Smith :. Use a colon instead of a comma after the salutation.
Space on a line and the first paragraph of the body begins. Be sure to clearly state the intent of the letter within this first paragraph. Use additional paragraphs, with space in between, as needed to expand your point or give examples. After you finish your body paragraphs, skip a line and write “Sincerely yours,” your closing remark, then skip down three to four lines before typing your name and title if you have one. Before mailing your business letter, don’t forget to physically sign your name in black ink in the space between the closing and your typed name.
The goal when writing a business letter is to communicate your point effectively. You cannot be effective if your letter is full of errors. Don’t just run a spell check, but also examine your document for grammatical errors, commonly confused words, and punctuation issues. Read the letter aloud to make sure you are communicating your point clearly. Use simple language, but avoid contractions or any jargon. A well-written business letter that gets straight to the point is very important, especially if you’re writing from another business. Your ability to write an easily understandable and error-free business letter reflects the professionalism of your company.
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