While sending emails is a useful way to relay messages, firms still write business letters to communicate important information. Thus, choosing the best business letter format written with an impressive letterhead can be a powerful communication tool.
Picking the Best Business Letter Format
Before you write your correspondence, make sure you choose the correct business letter format to use. Below are four known formats:
The block style features parts of the letter aligned to the left margin of the page and a double line space separating the paragraphs.
The contrast between modified and block formats lies in the return address, date, closing, and signature line (which all start at the center part of the page). Likewise, you must indent (by five spaces) the first line of each paragraph and the topic block. Further, a single or double line space may separate the paragraphs depending on the length of your letter.
This form is more informal compared to the block style. Here, you left align the contents, except the first line of each paragraph has an indent of five spaces. Likewise, use a double line space to separate the paragraphs.
This business letter format takes the same properties of the block style with one exception: no greeting or salutation. Therefore, you must use this form if you don’t know or aren’t sure of the recipient’s gender.
Handy Tips to Remember
By following these tips, you’re sure to create a perfect business letter.
1. Consider your readers.
Focus on your reader’s needs and view matters from their standpoint. Further, put yourself in their place and imagine what it’s like if you’ll receive the letter.
2. Limit your letter to one page.
Recent studies found that busy employees dislike reading beyond the first page and will delay reading longer letters. Thus, if you don’t want your letter to collect dust in an in-basket, keep it as short as possible.
3. Plan your letter.
Before you write the letter, list the specific points you must cover and call the recipient or his/her firm to ask a few more details. Further, tie up every detail to the topic at hand, so you won’t have to write back and forth.
4. Send a strong, sound, and brief message.
Apply a vibrant and logical writing style that uses simple words and direct phrases. In addition, make sure its flow follows a logical progress: (1) identifying the main topic, (2) elaborating on it, and (3) drawing a fitting conclusion.
5. Write prompt and accurate letters.
Since they bear financial effects and impacts on other firms and/or people, business letters must be prompt and accurate. Thus, verify the facts given in your letter. Besides, make sure any future dates you set give recipients enough time to complete their tasks.
6. Avoid offensive language.
Avoid offensive or biased words that denote religion, gender, or race (directed toward customers or other businesses). For instance, use “chairperson” instead of “chairman” and “workforce” rather than “manpower.”
7. Hire a professional writer.
This point isn’t just a writing tip, but a useful advice, too. If writing isn’t your forte and you need help, hire a firm that offers custom letter writing services such as Allied Writers.
When business letters rather are a vital communication tool in your firm, heed these tips. Remember, choosing the best business letter format reflects the quality of the products and services you offer. In return, ill-written business letters may result in profit loss.