Effective Business Letter Writing: Format and Structure

General Format of a Business Letter

A business letter is usually a letter from one company to another, or between such organizations and their customers, clients, and other external parties. The overall style of the letter depends on the relationship between the parties concerned. Business letters can have many types of content, for example, to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter’s recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record and may be taken more seriously by the recipient than other forms of communication.

Margins

Side, top, and bottom margins should be 1 to 1 1/4 inches (the general default settings in programs such as Microsoft Word). One-page letters and memos should be vertically centered.

Font Formatting

No special character or font formatting is used, except for the subject line, which is usually underlined.

Punctuation

The salutation or greeting is generally followed by a comma in British style, whereas in the United States a colon is used. The valediction or closing is followed by a comma.

Indentation Formats for Business Letters

Business letters generally conform to one of six indentation formats: standard, open, block, semi-block, modified block, and modified semi-block. Put simply, “semi-” means that the first lines of paragraphs are indented; “modified” means that the sender’s address, date, and closing are significantly indented.

Standard

The standard-format letter uses a colon after the salutation and a comma after the complimentary closing.

Open

The open-format letter does not use punctuation after the salutation and no punctuation after the complimentary closing.

Block

In a block-format letter, all text is left-aligned, and paragraphs are not indented.

Modified Block

In a modified-block format letter, all text is left-aligned (except the author’s address, date, and closing), paragraphs are not indented, and the author’s address, date, and closing begin at the center point.

Semi-Block

Semi-block format is similar to the modified block format, except that the first line of each paragraph is indented.

Modified Semi-Block

In a modified semi-block format letter, all text is left-aligned (except the author’s address, date, and closing), paragraphs are indented, and the author’s address, date, and closing are usually indented in the same position.

Characteristics of a Good Summary

• Proper Citation: The summary begins by citing the title, author, and date of publication.
• Thesis Statement: The overall thesis of the text selection is the source’s central theme.
• There are several aspects to an effective thesis statement:
  • This central theme is summarized clearly and accurately in a one-sentence thesis statement.
  • The thesis statement does not contain specific details discussed in the text.
  • The thesis statement is stated at the beginning of the summary.
• Supporting Ideas: The author supports their thesis with supporting ideas.

Use the following basic guidelines when summarizing supporting ideas:

• Cover all of the author’s major supporting ideas.
• Show the relationships among these ideas.
• Omit specifics, such as illustrations, descriptions, and detailed explanations.
• Indicate the author’s purpose in writing: to inform, to persuade, or to entertain. If the passage is a persuasive piece, report the author’s bias or position on the issue.
• Omit all personal opinions, ideas, and inferences. Let the reader know that you are reporting the author’s ideas.
• Grammar and the Mechanics of Writing: Make sure your text is well-written and corrected.
• Length: The length of a summary should be about 10% of the original source.

Steps in Writing a Summary

• Read the article or watch the movie.
• Reread the article or discuss the movie.
• Divide the article or movie into segments or sections of ideas. Each segment deals with one aspect of the central theme. A segment can comprise one or more paragraphs.
• Label each segment. Use a general phrase that captures the subject matter of the segment. Write the label in the margin next to the segment.
• Highlight or underline the main points and key sentences.
• Write one-sentence summaries for each segment of thought on a separate sheet of paper.
• Formulate the thesis statement. Create a central theme that weaves the one-sentence segment summaries together. This is your thesis statement.
• Write your first draft.
  • Begin with a proper citation of the title, author, and date of publication of the source summarized.
  • Combine the thesis statement and your one-sentence segment summaries into a one-to-two-paragraph summary.
  • Eliminate all unnecessary words and repetitions.
  • Eliminate all personal ideas and inferences.
  • Use transitions for a smooth and logical flow of ideas.
  • Conclude with a summing-up sentence by stating what can be learned from the source.

When studying, especially at higher levels, a great deal of time is spent reading.

Academic reading should not be seen as a passive activity, but an active process that leads to the development of learning.

Reading for learning requires a conscious effort to make links, understand opinions, research, and apply what you learn to your studies.

This page covers the following areas: how reading develops, the goals of reading, approaching reading with the right attitude, and developing a reading strategy.

Everything we read tells us something about the person who wrote it. Paying close attention to how and why the author writes something will open ourselves up to their perspective on life, which in turn enriches our understanding of the world we live in.

How Reading Develops

Learning to read as a child usually results in the ability to read simple material relatively easily.

As we develop our skills in reading, the process often becomes more challenging. We are introduced to new vocabulary and more complex sentence structures. Early school textbooks offer us facts or ‘truths’ about the world which we are required to learn; we are not, at this stage, encouraged to question the authority of the writers of these published materials.

As schooling progresses, however, we are led to consider a range of perspectives, or ways of looking at a topic, rather than just one. We learn to compare these perspectives and begin to form opinions about them.

This change in reading from a surface approach (gathering facts) to a deep approach (interpreting) is essential in order to gain the most out of our studies.

Reading becomes not simply a way to see what is said but to recognize and interpret what is said, taking into account subtleties such as bias, assumptions, and the perspectives of the author.

Seven C’s of Effective Business Communication

The message is said to be effective when the receiver understands the same meaning that the sender intended to convey. For any communication in business to be effective, it must have seven qualities. These seven attributes are called the seven C’s of effective business communication. (All these attributes start with the alphabet ‘C’ so are called 7 C’s)

1. Correctness

   At the time of encoding, if the encoder has comprehensive knowledge about the decoder of the message, it makes communication easier. The encoder should know the status, knowledge, and educational background of the decoder. Correctness means:

   • Use the right level of language.
   • Correct use of grammar, spelling, and punctuation.
   • Accuracy in stating facts and figures.

   Correctness in a message helps in building confidence.

2. Clarity

   Clarity demands the use of simple language and easy sentence structure in composing the message. When there is clarity in presenting ideas, it’s easy for the receiver/decoder to grasp the meaning being conveyed by the sender/encoder.

   Clarity makes comprehension easier.

3. Conciseness

   A concise message saves time for both the sender and the receiver. Conciseness, in a business message, can be achieved by avoiding wordy expressions and repetition. Using brief and to-the-point sentences, including relevant material makes the message concise. Achieving conciseness does not mean losing completeness of the message.

   Conciseness saves time.

4. Completeness

   By completeness means the message must bear all the necessary information to bring the response you desire. The sender should answer all the questions with facts and figures and, when desirable, go for extra details.

   Completeness brings the desired response.

5. Consideration

   Consideration demands to put oneself in the place of the receiver while composing a message. It refers to the use of the “you” attitude, emphasizing positive, pleasant facts, visualizing the reader’s problems, desires, emotions, and their response.

   Consideration means understanding human nature.

6. Concreteness

   Being definite, vivid, and specific rather than vague, obscure, and general leads to the concreteness of the message. Facts and figures being presented in the message should be specific.

   Concreteness reinforces confidence.

7. Courtesy

   In business, almost everything starts and ends in courtesy. Courtesy means not only thinking about the receiver but also valuing their feelings. Much can be achieved by using polite words and gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver. Courtesy builds goodwill.

Structure and Layout of a Business Letter

Dear Sir/Madam,

I am Dipali Kalgude. I am an MBA student working in the marketing field. Here, I would like to submit a structure and layout of a business letter.

Letters are the real ambassadors of an organization. They can make or mar the relationship between two organizations. Just as the physical appearance and dress of a person are important in evoking a reaction in people, the appearance of the letter matters a lot in creating an impression in the mind of the receiver. To give a letter the right look, we should pay attention to its structure, layout, and style of presentation.

Structure

• The Sender’s Address
  • Most business letters now follow a left-aligned style.
  • When the letter does not have a printed letterhead, the sender’s address is written on the top left-hand side of the page, or the bottom left.
  • The sender’s address is also written on the left.
• The Date
  • The date is usually written below the sender’s address, separated by a space. Some companies write it above the address.
  • The month in the date should not be written in a confusing manner.
  • e.g. 11.2.1999 means 11th February 1999 in the UK, whereas in the USA it would mean 2nd November 1999.
  • Write the month in full. Do not abbreviate (Jan., Feb. Etc.) as it looks incomplete.
  • Two recommended ways of writing the date are 2 November 1999 or November 2, 1999.
• The Inside Address
  • The full address of the person or company is written two spaces below the date and two spaces above the attention line if there is one.
  • If the surname is known, write the name, preceded by the courtesy title (Mr/Ms/Mrs/Miss) or special academic, medical, and military titles (Dr/Professor/Captain).
  • Note that it is not considered good style to say ‘Dr Mrs Singh.’ It is fair to use ‘Ms’ if the person does not have a preference for Mrs or Miss. Remember there are no stops after ‘Mr’, ‘Mrs’, or ‘Dr’.
  • If you do not know the name of the addressee, write the title or the position of the person in the company (e.g., the Sales Manager/ the Finance Director).
  • If you do not know the name or title of any person, you may address the letter to the department or the company.
• The Attention Line
  • To ensure prompt attention, a letter addressed to a company is marked to a particular officer.
  • The attention line is usually written two spaces below the inside address, two spaces above the salutation, and is underlined so that attention is drawn to it.
• The Salutation
  • The salutation is placed two spaces below the inside address or the attention line, if there is any.
  • Use “Dear Sir” or “Dear Madam” if you do not know the name but know if the addressee is a man or a woman. Otherwise, “Dear Sir/ Madam” is standard.
  • It is not considered good style to use the whole name (Dear Ms. Anita Philip) or the first name (Dear Ms. Anita) or the initials (Dear Ms. A Philip). Write “Dear Mr. Choudhary,” but not “Dear Mr. B. Choudhary” or “Dear Mr. Bansilal” or “Dear Mr. Bansilal Choudhary.”
  • A comma after the salutation is optional.
• The Body of the Letter
  • The main purpose is to evoke a suitable response.
  • Refer to any previous correspondence in the very first paragraph.
  • Present other details in the next paragraph.
  • In the closing paragraph, indicate clearly what action you expect the addressee to take.
• The Complimentary Close
  • This is a polite way of ending a letter.
  • If the letter begins with “Dear Sir/Madam,” it will close with “Yours faithfully.”
  • If the letter begins with “Dear Mr. Choudhary,” it will close with “Yours sincerely.”
• The Signatures
  • Always type your name after your handwritten signature, and if necessary, your position in the company before the name.

Layout

The appearance of the letter is very important. The reader first looks at the letter and only then reads its contents. Hence the layout, clear typing, the margins, the punctuation, and the envelope in which the letter is sent often assume importance.

• Stationery
  • Choose a standard size of white paper used for business letters. This is usually 21.5*28 cm. Other sizes used are 18.5* 21.5 cm., 25.5*20.5 cm., 12.7*25.5 cm. And 14*21.5 cm.
• Margins
  • Enough and equal margins on all sides give the letter a picture-frame appearance.
  • A standard-size letter normally requires a 1-inch margin on both sides and a 1.5-inch margin on the top and bottom.
  • If you are setting your letter on a computer, the computer will be able to give you the standard formats if you set it accordingly. These will provide standard default margins.
• Punctuation
  • The standard practice today is to use minimal or no punctuation, except in the body of the letter.
• Envelope
  • Choose an envelope of the right size, and fold the letter neatly. The number of folds should be as few as possible.
  • If it is a window envelope, see that the address is right beneath the window; staple the letter to the envelope to keep it in place.
  • Write the address on the envelope exactly as it is written inside.
  • Write the post office in capital letters and don’t forget the PIN code.
  • Paste the envelope properly. Do not use so much glue that a part of the letter is stuck and gets torn while opening the envelope.

Letter Writing

Hi Brian,

Thanks for taking the time to share a little about HubSpot, as well as the goals and challenges you face.

If you would like to learn how other companies are dealing with challenges like yours, I would be happy to schedule a call. We could also talk a bit more about your challenges and determine whether or not I might be able to offer some help.

Are you available for a call next Tuesday at 1 pm?

Thanks again for chatting today and I look forward to hearing from you.

Introduction…………………………………………………………………………..2
Strategic Perspective……………………………………………………………..3
Triggers (Drivers)………………………………………………………………………………3
Strategic Goal…………………………………………………………………………………….3
Corporate Perspective…………………………………………………………………………3
Sources……………………………………………………………………………………………..4
For Further Guidance………………………………………………………………………….5
Objective……………………………………………………………………………….5
What Do You Want to Achieve?………………………………………………………….5
SMART Objectives…………………………………………………………………………….5
Being Strategic…………………………………………………………………………………..6
Audience……………………………………………………………………………….7
Being Strategic…………………………………………………………………………………..7
Intermediaries…………………………………………………………………………………..7
The Globe and Mail Test…………………………………………………………………….7
Authority……………………………………………………………………………….7
Being Strategic…………………………………………………………………………………..8
Specialist Approvals………………………………………………………………………….8
Barriers…………………………………………………………………………………8
Being Strategic…………………………………………………………………………………..8
Timelines……………………………………………………………………………….9
Being Strategic…………………………………………………………………………………..9
Cost Implications………………………………………………………………………………9