Presentation is a key element of being professional. Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors. Run spell check on your word processor, but also give the letter a thorough read before you send it.
Ask yourself whether the letter is clear and concise. Are any paragraphs more than three or four sentences long? If so, determine whether you can eliminate unnecessary statements.
Importance of Business Letter
If the letter is extremely important, you might want to have a friend or colleague look it over. Sometimes business letter template a second pair of eyes can help you catch errors or awkward wording you may not have noticed.
Don’t staple your letter. If you have multiple pages, staples are generally avoided. If you want to ensure that the papers stay in order, then use a paperclip at the top left corner.
Difference between Personal and Business Letter
Post the letter. If you’re sending the letter via post, use a business envelope. If available, use one with the company logo printed on it. Neatly print your return address and the recipient’s address. Fold the letter into third parts, such that the recipient will first unfold the top flap, then the bottom flap. Make sure you affix sufficient postage, and send it off.
If you feel like your handwriting is messy and doesn’t match your professional persona, type the addresses in your word processor and run the envelope through your printer.
Formatting Business letter
If the letter is extremely important and/or time-sensitive, consider having it delivered by courier. If you want to business letter sample email the letter, convert the letter in HTML or save it as a PDF to preserve formatting. It is better, however, to send the physical letter.
Use a quality pen to sign the letter.
Be prompt. If you cannot respond fully in less than a week, tell the recipient so and note when he or she can expect a response from you.
Electronic Business Letter
Emphasize the positive. Talk about what you can do, not what you can’t. For example, if a product is out of stock, don’t tell the customer you are unable to fill the order; instead, tell them the product is very popular and you have sold out. Then tell them when you can get the order to them.
Designing of Business Letter
If you’re writing a complex letter, consider writing an outline first.
List out the topics you want to cover. Do not worry about the order.
For each topic, list keywords, examples, arguments and facts.
Review each topic in your outline for relevance to your aim and audience.
Cut out anything that’s not relevant.
Sort the information into the best order for your reader.
Don’t employ too much flattery. A genuine compliment is acceptable, but going overboard will indicate that you have to rely on flattery, not competence, to do your job.
Don’t be too blunt and forceful in your tone. Remember, you’re trying to improve or start a professional relationship with a business letter.