Easy Steps For A Better Business Letter
Because of the many business letters provided by the Internet
, many people have forgotten the right procedure of writing business letters. There are in fact numbers of styles and formats that you can use to write your business letter. Below is a detailed explanation of one format.1. The details that are contained in the very top of the first page of your business letter must be the name of your company, address, telephone number and email address. You can attach your company logo if applicable. These details must all be aligned in the center. Exclude in this page your name and job title.
2. After you have provided your company name and details, leave two blank line spacing. The reference number of your letter must be seen on the left-hand side of the page. The date follows the reference number with two blank spaces apart. However, if reference number is not available, the date must come after the details. Any date format is acceptable.
3. Following the date must be two blank spaces. Under it must be the name, job title and address of the recipient of your letter. This too should be left aligned.
4. Put two blank line spaces after the receiver's name then type the opening salutation, example Dear Mr. Lee.
5. Next to the salutation is the body of your letter. Open the body of your letter with the clear intent why you are writing e.g. 'With reference to your letter dated... I am writing to confirm that I will be pleased to...' Use formal language, e.g. use 'I will' rather than 'I'll.' It is best that you have stated your reasons for writing while opening your letter. You can use block styles rather than inserting indents.
6. A closing salutation will then end your letter. There are different ways to close your letter. If you used the name of your recipient to begin your letter you must then use "Sincerely" or "Yours Sincerely" for your closing salutation. However, if you have initiated with "Dear Sir/Madam" you must conclude with "Yours Faithfully".
7. Write your signature below the closing salutation. Your name and job title must be placed under your signature.
These principles will help you come up with a good professional business letter.
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