Major Components of a Business Letter and How to Write One

Writing a business letter is one of the many things’ schools should teach their students. Most mail is electronic these days but printed business letters are still around. They’re used to pass on important news or information rather than causal notifications which is why the style and structure are given particular importance when writing one.

While it may seem daunting, it isn’t all that different from any other piece of formal writing.

To make thing simple, today I’ll be listing 6 key points to keep in mind when writing a business letter

Choose a template

Now that we have the internet, there are loads of business templates from which to choose from. Actually, with so many variations out there its best to narrow down your options.

The most common template in use this time around is the “block style” which is noted by:

• Text justified to the left

• Single spaced lines

• Double spaced paragraphs

• 1-inch margins from all sides of the document

Semi-block and modified block styles are also popular. The difference is solely in the layout, with the content in all three styles being the same, so don’t worry yourself too much when selecting a template.

Use a professional letterhead

The letterhead is a unique part of a business letter, one that you have the most freedom to customize. It’s among the first things your recipient is going to notice and can reflect a lot about your company.

Go for a professional look that is high quality. Choose a style that isn’t too bland nor too intricate. If incorporating color, make sure it matches the pallet of your company’s logo and aesthetic.

Using a professional looking envelope can also leave a strong impression on recipients. Like the letterhead, don’t go overboard with the style. Just make sure the colors scheme matches that of the company and that the logo is clearly visible.  

Follow the structure

No matter the template you choose, the structure of a business letter stays the same. Be sure to layer your letter as listed below.

Opening.

The opening consists of 5 key pieces of information, namely:

• Postal address,

• The complete date

• Name of the company

• Name of the recipient

• Address

Salutation

Use “Dear” followed by the recipient’s title and last name. Also, remember to always use a colon after the salutation. 

Body

Start with an introductory paragraph regarding yourself and the main topic of discussion, before moving onto the discussion of said topic. The final paragraph is most often a restatement of the main point along with a call to action.

Also, avoid being wordy in your body paragraphs. Business Letters are meant to be short and easy to read, with all the key points being easy to retain when skimming through.

Closing

End your letter with a formal expression such as “yours truly” or “sincerely”. If the recipient is someone with whom you share a personal relationship, you may opt for a closing such as “best regards” or “cordially”.

It’s very important to know the nature of your recipient for this very reason. Coming across as too chummy to someone you have strictly formal interactions might be viewed as highly unprofessional.

Signature

After a space of 4 lines, include your signature. Leave a single line space and then include your job title and company name as well.

Write professionally

Be sure to keep a formal tone throughout your letter. Whenever Iwrite my essay, I end up slipping into casual language, which is something I’m careful never to do when writing a business letter.

Your recipient is most likely someone who is in a professional setting and is thus not someone who should be addressed in an informal or humorous way.

Avoid the use of slang, contractions, or colloquial expressions. Professionalism is also about being clear about the information you’re conveying so stay focused and to the point to avoid run-on sentences.

Revise and correct

While a student essay writermight be excused for making a few typing errors here and there, those tasked with corporate writing have to be far more careful.

 Remember, you aren’t just representing yourself, but your company as well.

Review your letter to make sure all the key information is included. Check for spelling mistakes and any structural errors that may compromise your letter’s professionalism.

If you are still in doubt after having thoroughly reviewed the letter, you may consider handing it over to a professional essay writing servicefor review.

6-Be confident

Maybe I scared you with all that talk about getting something wrong, but don’t worry!

Writing a business letter is really not all that different from any other piece of writing. The fundamentals are the same, plan it out, follow the format and revise your work. That’s all!

If you're new at the job and have never done this before, just remember that everyone has gone through a “first time”, even the recipient of your letter.

If you get stuck don’t be afraid to ask for help, from your fellow colleges or elsewhere.

So that’s all there is for you to know about writing a business letter!  It’s also important to mention that some companies have their own standards and practices, so be sure to check in with your supervisor or colleague to best understand what to do.

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