How to write a business letter?
Most business emails have a fixed, easy-to-learn format that can accommodate any type of content. A business letter should always contain the date, information about the sender and recipient, and some basic text. Follow the steps below and set it up according to your company’s standards. Please include your company name and address, date, recipient name and address at the top of the page before greeting.
Use a polite and professional tone to clearly communicate what you want to say or the action you want the recipient to take. Use as many words as possible.
End the letter with a professional closing, such as “Sincerely,” followed by your signature, printed name, and address. Proofread before sending.
The beginning of a letter
Know the format.
Regardless of the content of your email, it’s important to follow some business standards about how it looks. Business letters should use conservative and commonly used fonts such as Helvetica, Myread, or Times New Roman. Use block paragraphs. This means that you start a new paragraph by pressing “Back” twice. Do not indent paragraphs. [1]
Use a one-inch margin on each side.
Business emails should also be written in regular fonts. Do not use fonts or colors other than black and white in business emails.
Select the correct paper type.
Letters must be entered at 8.5 x 11 inches (called the “font size”). If you live outside of North America, you can use A4 paper. Some longer contracts may be printed at 8.5″ x 14″ (“Permitted Dimensions”).
If you are printing a letter to send, consider printing the letter on company letterhead. This makes it look more professional and includes your company logo and contact details.
Add information about your company.
Enter your business name and business address, and write each part of the address on a separate line. If you are a self-employed or independent contractor, please add your name in place of or above the business name.
If your company has letterhead ready, you can use it instead of entering the company name and address.
When you enter your address, it should appear in the upper right or upper left corner of the page, depending on your and your company’s preference.
Date added.
Writing a full story is the most professional option. For example, write “April 1, 2012” or “April 1, 2012”. It should appear on the left with a few lines of justification below the sender’s address.
If you wrote the letter within a few days, use the date you wrote the letter. [3]
Add recipient information.
Write the recipient’s full name, title (if applicable), company name and address in order on a separate line for each message. If necessary, add a reference number. Recipient information should stay a few lines below the date.
It’s best to write a letter to a specific person. This way, a real person can reply to your letter. If you don’t know the name of the person you’re writing to, do some research. Call the company and ask for the person’s name and title.
