After the address, double space and include date. For example: June 24, 2012
Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Start with ‘Dear’ plus Mr. for men or Ms. for women, unless the recipient has a title such as Dr. Follow with the last name only. For example: Dear Mr. Anders:
Formation Rules of Business Letter
State a reference reason for your letter. For example: With reference to our telephone conversation last Tuesday.
Give the reason for writing For example: I enjoyed our conversation earlier today. I am writing to follow-up with a few questions about your products.
Make any polite request you may have. Start (i.e. ‘I would be grateful if you could include a brochure…’) For example: Could we meet next week to discuss the proposal in person? I am available any time between 9 and 2 Monday through Thursday.
If there is to be further contact, refer to this contact For example: I look forward to seeing you again next week
Starting Rules of Business Letter
Close the letter with a thank you. For example: Thank you for your assistance with our technical difficulties last week.
Finish the letter with a salutation. Formal salutations include: Your Sincerely, Yours Faithfully, Sincerely. Less formal, but respectful salutations include: Best regards, regards, warmly.
Greeting Importance in Business Letter
Include 4 spaces and type your full name and title For example: Jennifer Diligence
Sign the letter between the salutation and the typed name and title.
Do not include your address if you are using company letterhead. Company letterhead refers to paper used by the company that includes the company address.
Example Business Letters
Alan Smith, Director
28376 Red Ave.
New York, NY 25009
June 24, 2012
Dear Mr. Anders:
With reference to our telephone conversation yesterday. I am writing to follow-up with a few questions about your products.
Could we meet next week to discuss the proposal in person? I am available any time between 9 and 2 Monday through Thursday.
I look forward to seeing you again next week. Thank you for your prompt help with my questions from last week.
Important Business Letter Tips:
Imagine the world without language. There would be catastrophe in silence, in cultures, in our surviving and in our sense of being. This is the same with having insufficient communication within a corporate organization or a business. Without communication, there would be no sales, no suggestions, and no solidarity. Hence, today, we will tackle the basics on business writing for office relations:
Heading (Letterhead) – This usually displays the name of the institution represented by the author, as well as the corporate name and business address.
Date (Dateline) – This indicates the day when the letter was written, and not when the document was released.
Inside Address – The name, position, name, and business address of the addressee appear on this part.
Return Address – Your address
Salutation – For the recipient’s name, use Mr. or Ms. and then the last name to show respect. Other salutations are: Ladies, Gentlemen, Dear Sir, and Dear Sir or Madam.
Body – Paragraphs should be brief and straight to the point. The length of the letter depends on the purpose of the letter.
Complimentary Close – This is the part where the author should signal the ending of the letter. Among the suggested closings are: “Very truly yours,” “Very sincerely yours,” and “Very respectfully yours.