Business Letter Writing Guide: Format, Types, and Tips

Posted on May 7, 2024 in Teaching & Education

The Importance of Business Letters in the Market

Business letters are essential for various purposes, including offering services, placing orders, providing information, and making complaints. They are formal documents that should always be typed.

Basic Principles of Business Letter Writing

  • Clarity: The letter should be easy to understand, using formal vocabulary while avoiding jargon.
  • Precision: Key points should be clearly stated and well-organized.
  • Concision: Avoid unnecessary words and phrases, keeping the letter brief and to the point.
  • Courtesy: Use respectful language and maintain a professional tone.
  • Correctness: Ensure proper presentation and avoid spelling or grammatical errors.

Parts of a Business Letter

Header

  • Letterhead: This includes the sender’s name and complete address, usually in bold capitals, at the top left of the page.
  • Date: The date can be written in either abbreviated or full format.

Internal Address

  • Recipient Details: Include the name of the recipient, their title, company name, and complete address.
  • References: Indicate any reference numbers for both the sender and recipient, using “Ref:” or “S/Ref:”.
  • Subject: Briefly state the reason for writing in one line.

Salutation

  • Greeting: Begin with a courteous salutation, such as “Dear Sir/Madam,” “Dear Mr./Ms. [Last Name],” or “Dear Valued Customer.”

Body of the Letter

The body of the letter should be divided into three parts:

  • Introduction: State the purpose of the letter and provide context.
  • Core: Discuss the main points and provide necessary details.
  • Conclusion: Summarize the key points and indicate any desired action.

Farewell

End the letter with a polite closing, such as “Sincerely,” “Best regards,” or “Thank you for your attention.”

Close

  • Signature: Sign your name legibly.
  • Printed Name: Type your full name below your signature.
  • Title: Include your job title, if applicable.
  • Enclosures: Indicate any enclosed documents using “Enc:”.
  • Postscript: Add any additional information using “P.S.”.

Formatting a Business Letter

For letters exceeding one page, use the symbol “…/…” to indicate continuation on the next sheet.

Margins

  • Left and top margins: 3 cm
  • Right and bottom margins: 2 cm

Layout Styles

  • Full Block Style: All elements are aligned to the left margin, commonly used in business correspondence.
  • Modified Block Style: Similar to full block, but the date, closing, signature, and printed name are centered.
  • Semi-Block Style: More traditional, with a slight indentation for the beginning of each paragraph.

Elements of Business Correspondence

Paper

  • Use high-quality, white paper that is easy to read.
  • Common sizes include A4, letter, and legal.

Envelope

  • Include the recipient’s name, address, and postal code on the front.
  • Include the sender’s name and address on the front or back.
  • Choose an appropriate envelope size, such as standard or large.

Types of Business Letters

Letters of Offer

  • Present products or services to potential customers.
  • Highlight the positive aspects of the offering.
  • Maintain a clear and courteous tone.
  • Structure: Presentation, information, justification.

Letters of Information

  • Provide information in response to a request or proactively.
  • Two types: Requests for information and responses to requests.

Requests for Information

  • Seek clarification or details about a company’s products or services.
  • Express appreciation and maintain clarity.
  • Structure: Reference, description of request, acknowledgment.

Responses to Requests for Information

  • Provide the requested information promptly and clearly.
  • Express cordiality and gratitude.
  • Structure: Introduction, information, closing.

Letters of Request

  • Request the acquisition or delivery of a product or service.
  • Be simple, precise, and well-organized.
  • Structure: Reason for request, description of order (product, quantity, price, delivery terms, payment terms, transportation).

Letters Related to Commercial Transactions

  • Order placement, acknowledgment of receipt, order modification or cancellation, collection letters, payment letters.

Letters of Complaint

  • Express dissatisfaction and seek a resolution.
  • Types: Complaints about products, services, or pricing.
  • Be factual, clear, detailed, polite, and firm.
  • Keep a copy for your records.
  • Structure: Reason for complaint, explanation of the issue, desired solution.

Circular Letters

  • Communicate important information or announcements within an organization.
  • Create multiple copies with the same content, changing only the recipient’s details.

Types of Circular Letters

  • External: Sent to individuals or entities outside the company.
  • Internal: Circulated within the company for administrative or technical matters, information sharing, or internal communication.

Developing a Circular Letter

  • Draft the original letter with complete details, including letterhead, date, body, and closing.
  • Create copies as needed, updating the recipient information.

Internal Press System

Used for transmitting information within a company.

Structure

  • Header: Company letterhead, sender’s name, recipient’s name, subject.
  • Body: Content of the message.
  • Closing: Signature and printed name.