When you do your business, you will need to write letters to your customers. You may be writing to tell them about new events or specialties, or you can answer the customer’s complaint on behalf of your company. Regardless of the cause of the letter, you should always maintain a professional voice.
Formatting the Business Letter
Use a professional letterhead.
Business letters will represent your company. So it should look different and high quality. It should also include your company logo or brand.
You can make a letterhead using the predefined color letterhead template in Microsoft Word. Be sure to use your existing logo or brand in the letterhead.
Open a word processing program.
You should always write a business letter on the computer.
Create a new document and set a 1-inch margin for the document.
Use serif fonts like Times New Roman, Georgia or Ariel. Be sure to use a font size which is no larger than 12 digits but is not less than 10 digits. Due to the font choice or font size, the letter should not be difficult to read.
Make sure the document is set to a single location.
Set up the block form.
The block form is the most common format used for business letters. It is also the easiest to setup and follow. Each headline should be aligned and there should be a space between each headline. Starting from the bottom of the document, your business letter should have the following headings:
Today’s date, or the date you are sending the letter. The date is important because it can be used to record your records and receivers. Also, it can be legal use. So make sure it’s right.
sender’s address. This is your address, which is formatted in standard address style. If your address is already in your letterhead, you can skip this title.
inside address. This is the name and address of the person you are writing. The use of Mr / Mrs is optional. So, for example, if you were writing Nina Brown, you could leave Miss / Miss in her name if you are not sure what her marital status is.
Greetings. It may be “Dear Ms. Brown” or “Dear Nina Brown”. If you are not sure which reader is going to read, then use “Dear Sir, or Dear Madam”. You can use “whom you can worry about”, but only as a last resort if you do not know who your audience is.
The body of the letter We will focus more on this in the next section of the article.
Closing of the letter with signature This can be “sincere” or “kind of relationship”.
Writing the Business Letter
Identify your audience.
The voice of the letter should always be professional, regardless of the audience. But you will probably adjust your language or word’s choice on the basis of who you are writing to. If you are writing to the Human Resources Department in another business, you may need to use more formal language. But if you are writing to a specific customer, you can use more casual or casual language.
Identifying your audience also means that you will avoid confusing your audience. Avoid using vocabulary that your reader will not understand. A customer will not know the identities used for the space program in your company, for example, so avoid using them in the letter.
The number one rule to write a good business letter is to be clear, concise and courteous.
State the purpose of the letter in the first line.
Consider the purpose of the letter. Is it to tell your customers about your new location in a new part of the city? Is any customer reminded about unpaid bills or arrears? Or respond to customer complaint? Keeping this objective in mind, prepare a first line that tells the reader what the letter will be. Do not be ambiguous about the purpose of the letter. cut to the chase.
If you are telling your opinion as a business owner then start using “I”. If you are writing on behalf of a company or organization, then use “we”.
Focus on a direct statement such as: “We are writing to inform you” or “We are writing to request”. If you are writing as a business owner, you can also use the “I” statement. Like: “I am contacting you because” or “I have recently heard about it … and would like to know more about it …”
For example, you (business owner) have been writing Nina Brown about the unpaid bill since last month. Start with the letter: “I am contacting you because your account is due from March 2015.”
Or, you are an employee in a company and writing in response to a customer complaint against the company’s space program. Start with the letter: “We received your complaint about our Mars Space Program.”
You must be writing to tell the reader that they won a competition, or they got place in a graduate program. Start with a phrase: “I’m happy to inform you …” or “We’re excited to inform you …”.
If you are giving bad news, start with a phrase: “Sorry for informing you …” Or, “After careful consideration, I have decided whether or not …”.
Use the active, rather than the passive, voice.
We use passive voice all the time in general speech. But passive voice can make your writing dull or confusing. Active voice is more effective in a business letter as it establishes a more vocal tone.
An example of a passive voice can be: “What specific complaints can I address for you?” The subject of the sentence, the customer (“you”), appears at the end of the sentence, and not at the beginning of the sentence.
An example of an active voice can be: “What can I do to get rid of your complaints?” This version of the phrase, in active voice, is very clear and easy to understand for the reader.
Using an inactive message can be a good way to get your message, regardless of an error or point of no notice. But use it only in this example. In general, active voice is more effective in professional letters.
Refer to a previous event or a previous communication with the reader, if applicable.
You may have contacted Nina Brown with a warning about your unpaid bill last month. Or perhaps a customer expressed his disappointment with a space program in a conference last month. If you are already in touch with the reader, accept it. This will remind the reader of your last contact and make the business letter feel urgent and important.
Use a phrase such as: “My last letter about your last bill …” or “Thank you for your payment in March.” Or “It was very useful to hear about your issues with the space program at the conference in May.”
Make a request or offer help.
Offer a positive note with the reader by offering help as a humble request or a working relationship.
Say you are a business owner who is trying to pay a bill to a customer. Use a phrase such as: “I will appreciate your immediate attention in terms of your unpaid bill.”
Say you are writing on behalf of your company. Use the phrase like: “We want to sit face-to-face with you and our human resources chiefs.”
You should offer to answer any questions or concerns of the reader. Use a phrase: “I will be happy to answer any questions or concerns you may have about your bill.” Or, “Would you like to provide us with more information about this program?”
Wrap up the letter.
Include a call to act on your part, or on behalf of the reader. This may be a demand for payment by a certain date, or a note about setting up a formal meeting with the reader.
In the future, include a sentence about talking to the receiver of the letter. “I look forward to seeing you in a budget meeting next week.” Or “eager to discuss this further with you during your visit to our headquarters.”
Note any documents you have with your letter. Add a phrase like “Please locate your unpaid bill” or “You will find a copy of our Space Outreach program attached.”
Finish the letter with a closing phrase. Use “Honestly” or “Honestly yours” for customers or customers.
Use “Your Honesty” for formal letters to those you do not know at all.
Use only “best regards” or “best” if you are writing someone who you know well or are working with.
Proofread the letter.
If the letter is filled with spelling errors, then all your careful formatting and writing will be for zero!
Look for any examples of passive sounds, and try to adjust the sentence in the active voice.
Note any such sentences which last for a long time or not clear and direct. In a business letter, usually less is more, so if possible, reduce the length of your sentences.