Business Letter Basics

Business Letter Basics

• Business letters are formal communications typically between companies
• They are concise, avoiding irrelevant details
• These letters are often private and confidential
• The subject matter should be direct and purpose-driven to capture immediate attention
• Business letters address issues at hand and propose solutions
• They adhere to a specific format and formal language
• Business letters facilitate connection, communication, and collaboration

Formal vs Informal Letters

• A business letter is considered a formal letter, while a personal letter is informal
• Business letters employ a direct and persuasive approach
• Personal letters use only the direct method
• Business letters follow a recognized structure, unlike personal letters
• Business letters exchange business-related information
• Personal letters exchange personal or family-related affairs

Purpose of Business Letters

• Used to communicate with parties like suppliers, debtors, creditors, and customers
• Inform, instruct, request, inquire, remit, order, advise, correct, and to question

Writing a Business Letter

• Special attention must be paid to the recipient

Letterhead/Heading

• A letterhead is a heading on the business paper's topmost sheet
• Includes company name, address, contact details, and logo (sometimes)
• Used on all documents and letters a business creates and sends
• Ensure the heading aligns with the left margin
• Include a line between the address, date and the recipient's information

Inside Address / Recipient's Address

• It is recommended to address the letter to a specific individual at the firm to which you are writing
• If the person's name is unavailable, research by contacting the company or its employees
• Use personal titles such as Ms., Mrs., Mr., or Dr.
• Use "Ms." if a woman's preference is unknown
• Address recipient as "Dear Taylor Dean” if the addressee’s gender is unknown
• Use their title if the recipient is a Dr. or has another title
• Skip a line after the heading, before the recipient's address, and after the inside address before the greeting
• All text should be left-justified
• The inside address should align with the window of a standard 9" business envelope when the 8 ½" x 11" paper is folded into thirds

The Salutation

• Always maintain a formal tone in the salutation
• Use "Dear" with the recipient's title and last name (e.g., "Dear Mr. Collins")
• Use their full name if their gender is unknown (e.g., "Dear Taylor Dean")
• Conclude with a colon (:)

Body of Message

• Introduce yourself and the letter's main point in the first paragraph
• Elaborate the main point further in subsequent paragraphs
• Restate the letter's purpose and call for action in the final paragraph if necessary
• Leave a blank line between each paragraph, regardless of format
• Also skip lines between the salutation and body, and the body and closing

Body Paragraph Details

• Greet the reader, introduce yourself, and state the letter's purpose in the first paragraph
• Elaborate on the message and the background information needed in the second paragraph
• Summarize the main point, give the next steps, offer thanks, and close in the third paragraph

The Complimentary Close

• A brief, polite way to end the letter
• Begins at the same justification as the date, one line after the last body paragraph
• Capitalize the closing's first word
• Formal closings: "Sincerely" or "Yours truly"
• Personal closings: "Cordially" or "Best regards” followed by a comma

The Signature Line

• Skip at least four lines after the closing to allow space for a signature
• Sign your name in pen when printing and mailing the letter
• Include your first and last name with an optional middle initial
• You can include a title (Ms., Mrs., Dr.) beforehand
• Use blue or black ink

Font

• Use 12-point Times New Roman primarily or any easy to read font like Arial

Attention Line

• Direct the letter to a specific person or department
• Written two spaces above or below the salutation

Through Line

• Used when routing the letter for endorsement or recommendation purposes

Subject Line

• Highlights the letter's main purpose, helping the recipient understand it quickly
• Placed below the inside address or salutation

Business Letter Punctuation

• Open Punctuation
  • No punctuation at the end of lines in the inside address
  • No punctuation following the salutation and complimentary closing
  • No punctuation following references, enclosures, copies, etc.
  • Example: "Dear Ms. Manoban" (without a comma)
  • Example "Sincerely" (without a comma)
• Closed Punctuation
  • Requires all traditional punctuation, including a colon and commas
  • Uses terminal punctuation marks
  • Example: ‘Dear Ms. Manoban,’
  • Example: Sincerely,
• Mixed Punctuation
  • A more conventional style that mixes open and closed punctuation
  • Add a colon after the salutation and a comma after the closing line
  • Example: ‘Dear Mr. Frazier’, and ‘Sincerely, (your name)’