People write business letters and emails for a variety of reasons--to request information, to conduct transactions, to secure employment, and so on. Effective business correspondence should be clear and concise, respectful in tone, and formatted properly. By breaking down a business letter into its basic components, you can learn how to communicate effectively and improve your skills as a writer.
In business writing, as in all writing, you must know your audience. In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter’s content is clear and that you have proofread it carefully. There is no one best font or best group of fonts for writing a business letter. A lot depends on the context – who you're writing to, for what purpose and how you want to be perceived. Fonts are available for every situation. The trick is choosing the right font for your particular purpose. Close business letters with professional endings and phrases that don't cross the line to personal correspondence.
The Basics A typical business letter contains three sections, an introduction, a body, and a conclusion. • The introduction indicates who the writer is addressing.
If you're writing to someone you don't know or have met only briefly, the introduction may also a brief reason of why you're writing. Typically, the introduction is only a sentence or two in length.
• The body of the letter is where you state your business. This section may be as short as a few sentences or several paragraphs in length. It all depends on the degree of detail necessary to describe the subject at hand. • The conclusion is the final section where you'll call for future action.
This can be a chance to talk in person, to request additional information, or to conduct a transaction. Like the introduction, this section should be no more than a sentence or two and must make clear what you would like from the person reading your letter. The Introduction The tone of the introduction depends on your relationship to the letter recipient.
Some examples: Dear personnel director Dear sir or madam Dear Dr., Mr., Mrs., Ms. [Last name] Dear Frank: (use if the person is a close business contact or friend) Writing to a specific person is always preferred.
Generally speaking, use Mr. When addressing men and Ms. For women in the greeting. Only use the title of Doctor for those in the medical profession. While you should always begin a business letter with the word 'Dear,' doing so is an option for business emails, which are less formal.