There is a direct correlation between how you present yourself on paper in formal business correspondence and whether or not the content that you convey will achieve the desired results. Here's what you need to know to write an effective business letter.
Instructions
1. Identify the purpose of your correspondence. Whether you are writing to a business, communicating with your clients, or exchanging information with another business entity such as a vendor, it's important that your content have both a clear focus and a call for action on the part of the recipient. Examples of these would include a letter requesting an interview for a job opening, an introduction to new products or services, or a complaint or praise pursuant to a recent event.
2. Identify the appropriate recipient of the letter. If, for example, you're making a complaint against a company, you'll need to research who is the person best qualified to remedy the situation. If it's a small business such as a shop, this person will likely be the owner. If it's a national corporation, however, your letter should be directed to a regional office or, more specifically, the manager of the division responsible for delivery of the product or service. If it's a complaint or to commend an individual, the letter should be addressed to the individual's supervisor or to the company's human resources department. If it's going out to your company's customers, the letter should be personalized in an electronic mail merge or simply be addressed to "Our Loyal Customers."
3. Select thicker-stock stationery that is professional-looking. If you are a business owner, you probably already have business letterhead. If you are an individual writing to a business, choose stationery in white, ecru, ivory, light blue or light gray.
4. Select a 12-point font that is easy to read. Preferred fonts for business correspondence are Times New Roman, Courier, Palatino and Bookman. Make sure, too, that your ink cartridge on your printer isn't on its final legs and that the print (always use black) is sharp.
5. Set your margins for 1 inch at the top, bottom and both sides. The exception to this is if the letterhead logo is large and requires you to drop down an extra inch before commencing the letter.
6. Type the current date. This should either be centered or at the left margin. Two or three lines below the date, type the recipient's name, title and address. Two lines below the address, type the word "Subject" or the designation "Re" and state the purpose of your letter in 10 words or less. Example: Commendation of Sally Jones for Excellent Service; Notice of Change in Payment Terms; Dissatisfaction with Product No. 424. Two lines below the subject line, type your salutation. Unless you know the recipient personally, err on the side of formality and address the recipient as Mr., Mrs., Ms. or Dr.
7. Confine the content of your business letter to three succinct paragraphs. The first paragraph should state the problem or request a course of action. The second paragraph should provide additional detail. The third paragraph should thank the recipient for her attention to the matter and reiterate what you would like to have done. Unless your complete contact information already is identified on the letter, this should be supplied beneath your signature.
8. Confine the content of your business letter to one page. Although in some cases a page and a half is acceptable, more than that is going to tax the reader's patience and will come across as rambling.
9. Proofread your work thoroughly before sending it out. Don't rely on your computer's spellchecker and grammar program to catch errors for you.
10. Keep a copy of your correspondence. In most cases, this will be an electronic file on your computer.
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