Skip to main content

Forms of Business Letters

Whether your business letters are delivered in hard copy or electronically, the words and message make an impression on the recipient. Business letters also provide documentation, so make sure you use them appropriately. Mastering the most common forms of business letters to employees, customers and stakeholders will ensure your communications are effective.

Sales letters are persuasive in nature and provide a call to action at some point. For example, if you run an accounting firm, you could send a letter to prospective clients at tax time introducing yourself and offering your services. As with most of your business communications, you should identify the reader before writing the letter. You’ll most likely want to frame a general letter that you’ll send to unknown potential customers on a mailing list differently than a personal letter to a CEO, for example. Even when sending sales letters to a group you gleaned from a mailing list, you should make every effort to address the letter to a named individual.

As a small business owner, you’ll often be asked for responses to inquiries from clients, investors and potential employees. A prompt response can play a significant role in how your letter is received. Refer to the inquiry in the opening of the letter and offer gratitude for the interest in your business. Answer the question clearly and refer to any enclosed brochures, price sheets or website addresses you might include in the letter. Finally, you’ll either have to grant or refuse the request that came in the inquiry. Be clear and unapologetic about your decision. Offer a short explanation if you must refuse a request, combined with suggestions where the person may turn for assistance. When granting a request, use the letter as an opportunity to sell additional goodwill through a short paragraph promoting your company.

All your business letters should follow a precise format to maintain a professional tone. If you don’t use a letterhead from your company, put your name and address at the top of the letter, followed by the date you send it. Next write the name and address of the person to whom you’re sending the letter, followed by the salutation. Do some research to find a name and correct title of the person to whom you’re writing. Close with a recapitulation of the opening, followed by a call to action if necessary. Close with “sincerely,” or “thank you,” then leave about four spaces to sign the letter.
Labels:

Comments

Post a Comment

Popular posts from this blog

Recommendation Letter Writing Tips

When writing a letter of recommendation from your goal should be to provide a fair trial, but positive for the applicant's skills, character and qualities. Before starting to write a letter of recommendation , take some time and plan what you mean. Here are some tips to make your task easier. Please indicate your relationship to the applicant Start the letter explaining how you know the applicant. Is important. If you are not familiar with the applicant, not supposed to write a letter of recommendation from her. What type of relationship with the applicant - personal or professional? Why do you think this applicant stands out from the rest of his caliber? You must also state your qualifications for writing the letter of recommendation . List the skills of the applicant Once explained his relationship with the applicant, which should list the applicant's skills and qualifications that make you a suitable candidate for the position you have applied for. Write ...
3 comments
Read more

How to Write a Good Family Reunion Invitation Letter

Family reunions are wonderful occasions for far-flung clans or those family members who haven't met yet. Writing a reunion letter is an important step in setting up such a major event. The letter gives family members essential reunion details vital to their planning. A good letter, according to the website Family Reunion, will be informative and to the point. Be engaging and kind, but be clear. 1. Open a word document and begin formatting the letter. Be somewhat formal; for example, write "Smith Family Reunion Invitation" on the top in a large, bold font. Skip a line and start by clearly stating your intentions. Some family members who haven't heard from one another in some time may be startled, according to Family Reunion. Don't write, "I was thinking we should get together." Instead, try, "It is my pleasure to invite you to the Smith family reunion, which will be held Sept. 18, 2010, at the Royal Hall in Brooklyn, New York." This will...
Post a Comment
Read more

Business Letter Format

Your Address The return address of the sender so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. Date Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address. Inside Address The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation. Salutation Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body. Subject Line Makes it easier for the recipient to find out what the letter is about. Skip a ...
Post a Comment
Read more