Keep your font black throughout your letter, even if you’re composing a business email.
In modified block formats, the heading, close, and signature are right aligned. In semi-block formats, each paragraph is indented.
Hit “Enter” twice between the first, second, and third body paragraphs, as well as the complimentary close and signature.
If your company has a pre-designed letterhead, use that instead of typing out your own.
For example, rather than writing “10/15/12,” write the full date as “October 15, 2012” or “15 October 2012. ” Putting the date before the month is standard in European countries. Date your letter with the day you intend to mail it, even if you finished writing it days ago.
Address the letter to a specific individual rather than a full company, so it gets to the right person. If you don’t know the name of the person you’re sending the letter to, contact the company to see who you should reach out to for your specific demands.
If you don’t know the recipient well, “Dear Sir/Madam” is a safe choice. The recipient’s title and last name can also be used: “Dear Dr. Smith. " If you know the recipient well and have an informal relationship with them, you may consider a first-name address, like “Dear Susan. " If you’re unsure of the recipient’s gender, type their full name: “Dear Kris Smith. " Use “To Whom It May Concern” only if you don’t know whom, specifically, you’re addressing. Don’t forget a comma after a salutation or a colon after “To Whom It May Concern. ”
The first paragraph is your introduction and states the main purpose or subject of the letter. Avoid going into too much detail, and stick to vague points of interest that’ll keep the recipient reading. The second paragraph details specific information about your purpose or subject. Put statistics, data, or first-hand accounts in this paragraph. Your second paragraph could consist of more than one small paragraph, as long as it stays on a single page. The third paragraph is your conclusion and restates your purpose or subject. Explain your “main idea” or reason for writing again while giving the recipient an incentive to get back to you.
Don’t concern yourself with flowery transitions, big words, or lengthy, meandering sentences. Your intent should be to communicate what needs to be said as quickly, clearly, and cleanly as possible. Be persuasive in your letter and state your needs or wants in a way that makes the recipient want to help you.
Be aware if you’re writing the letter on an organization’s behalf. If you’re stating the company’s perspective, you should use “we” so the reader knows that the company stands behind your statement.
Passive: The sunglasses are not designed or manufactured with attention to their durability. Active: Your company designs and manufactures sunglasses without attention to their durability.
Use your best judgment when determining how much personality to reveal. Sometimes adding a little humor is helpful in a business setting, but err on the side of caution before making a joke or telling a story.
Your call to action could be as simple as, “Please read the attached document and send your feedback,” or as detailed as, “Let’s work together to fight climate change by integrating eco-friendly transportation and shipping into our company. ”
“Yours sincerely,” “Cordially,” “Respectfully,” “Regards,” and “Yours Truly” are also acceptable and respectable. “All the best,” “Best wishes,” “Warm regards,” and “Thank you” are slightly less formal but still professional.
Avoid using a colored pen when signing a business letter or professional document. Always opt for black or blue ink. If you’re signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of. ”[15] X Research source
For example, you may write, “Enclosures (2): resume, brochure. " “Enclosures” can also be abbreviated as “Encl. ” or “Enc. ”
For example, write: “cc: Mary Smith, Vice President of Marketing. ” If you’re adding more than one name, list the names in alphabetical order and align the second name underneath the first without the “cc:”
Ask yourself whether the letter is clear and concise. Are any paragraphs more than 3 or 4 sentences long? If so, determine if you can eliminate any unnecessary statements.
