What is the purpose of a business letter?
A business letter is a formal means of communication between two or more different parties. There are a variety of purposes it might be sent for. It may be used when requesting information, making a complaint or in many other cases. Whatever message the business letter is intended to convey it also serves as a record that a formal communication was made. It is standard practice to keep a file of copies of business letters sent. Knowing how to write business letter communications is important in the various dealings and transactions that you may want to conduct, whether the purpose is promotional, motivational, or for some other reason. Besides, you may visit our site and read tips for usage of the proper business language.
Elements involved in how to write business letter communications well
When writing business letters you need to know what elements are involved in writing a good business letter. There are several factors that when used properly combine to form what can be considered a good business letter. These elements are as follows
- Identify and write to the correct audience. The style in which a letter is written is partially determined by the recipient of the letter. The approach used to a warehouse foreman will likely vary from the approach you might take with a company’s CFO.
- Make sure that the purpose of the letter is clearly stated in a concise manner. Get to the point. Don’t be vague or unclear as to what your objective is, or take 3 or 4 paragraphs when 1 might easily serve. Most people prefer knowing precisely what is being requested of them,
- Remain professional and polite at all times, even in letters involving complaints or problems. Use language that is acceptable in a business environment, and never resort to threats or name calling
If the letter is aimed at the proper audience, with a clear objective stated in a polite and acceptable manner, then it has achieved its purpose.
How to write a business letter in the proper format.
Proper structure is a necessary part of how to write business letter communications. There are many ways that a letter may be structured, but the same basic outline well generally serve in most cases. The following is the basic structure of the business letter:
- Heading – Includes sender and recipient information and the date letter was typed
- Opening- Greeting. Use gentlemen and ladies if unsure who exactly will receive the letter.
- Body- The message being conveyed. Typically 3 paragraphs. The first introduces the subject, the second elaborates, and the third concludes.
- Closing-May choose between complimentary or company signature indicating you are writing on the companies behalf.
This is a basic outline that can easily be modified at need.
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