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Business Letter
A formal professional letter, or business letter, is a letter written in a formal writing style and often used forcorrespondencebetween an organization and a customer or client. Correspondence includes all communication shared between a business entity and consumers or clients. Formal language refers to language that is professional in tone and does not contain clichés or colloquialisms. It is important to remember that a business letter is a legal document between the interested parties. These documents can be held up for seven years, so it is important all business letters contain validated information.
When to use a business letter
Business letters contain factual information and are meant to be legal documents. Situations that best fit a business letter may include situations that involve sharing information with others who are outside of the company. Customers, shareholders, or clients would all be appropriate audiences for a business letter.
While business letters are still used, email has become a more common way of communicating with clients, customers, and others outside of the internal business environment. Despite this, companies will still send out business letters, particularly when the information the company is presenting needs to be secure or includes other sensitive information.
Formatting a Business Letter
- Use single spacing, never double space a business letter
- Use a font that is easy to read
- Block paragraph. Leave a line of space between each paragraph.
- Include address of sender and recipient at top of the document with the date separating the two addresses. The address for the sender is always listed first, as the header.
- Begin your letter with a greeting (e.g. Dear Mr. Smith)
- The introduction introduces the purpose for the letter. Include a statement in the introduction showing you are knowledgeable of the audience to which your letter is directed.
- The body of the letter provides background history of the situation and shares key points. You will also list any important details in the body of the letter, and asks questions if they are necessary.
- The conclusion should summarize key points from the letter and include any deadlines.Contact information is also shared in the conclusion.
- End with a closing salutation (e.g. kind regards, sincerely)
- Business letters often include enclosures. List any enclosures you have one line below the closing.
- Proofread and edit your business letter carefully.
Be aware that when writing a professional letter company letterhead should be used. You should also use any other formatting or design that is used by the company for which you are communicating.