How to Write a Business Letter

The following is a step by step guide on How to Write a Business Letter

If you are searching for information on how to write a business letter, you will find this article useful. At some point in time, most people need to know how to write a business letter, whether they are corresponding with a job applicant, writing a proposal or refusal, or even a cover letter. The instructions below will help you write in a way that looks professional and represents your company in a positive light.

All that is necessary is a computer, word processing program and a printer; however, you may want a piece of paper and a pen to jot down notes that will help you in your writing.

Steps on how to write a business letter

1. Place the date in the upper left-hand corner of your letter. This will make the date easy to find should you have to reference the letter in the future.

2. Address your letter to the recipient. Insert the recipient's name, job title, name of the company and address next, staying in the left-hand margin.

3. Insert your salutation. Most people begin a salutation in a business letter with Dear, followed by Mr. or Ms. if you know the recipient's name. If a name is not known, it is proper to address the letter with "Dear Sir" or "Dear Madam".

4. Continue with the body of your business letter. In this area, there should be no indentation; text should be aligned to the left, with a space in between paragraphs. State the purpose or intent of your letter in the first sentence. Also remember to keep the information concise and to-the-point. Do not meander in to other thoughts or ramble on; stick precisely to the purpose for sending the letter.

5. Close your letter. In closing, it is common to use "Sincerely" or "Best Regards" followed by a comma. You should then skip two lines so that you have room to include your signature after you print your letter. Type your name, followed by your job title and contact information such as e-mail address.

6. Proofread your work. Once you have completed your business letter, edit any spelling or grammar errors you find through proofreading. Your letter will make an unprofessional impression if there are spelling or grammar mistakes.

Other tips for writing a business letter

Always use a basic, easy to read font and avoid any fancy decoration of your letter such as lots of bold print or italics. If possible, always write your final letter on company letterhead.

Be specific in your writing, and say what you mean. Readers are turned off when you fill a letter with insincere statements. Use a tone that you would use if you were speaking to the recipient face-to-face, and try to avoid the cold, distant tone often found in form letters.

These tips will help you understand how to write a business letter that gets the attention of the reader, and gets read. If it is your first attempt, remember that your first go-round can be a rough draft; you can then edit it and make changes that make it more professional.