How to Write a Business Letter
Business letter format is an important aspect of any letter, but the importance increases exponentially when you write a letter for a business. Any business who wants to build relationships and reach new customers will find that writing letters has a lot to do with making those contacts. You can write an excellent letter and send it out to a hundred different places, but unless you’re able to write a business letter, your mail will be sitting on a mailbox instead of going out to a potential customer. Here are a few tips to make sure you write a business letter in the right format.
When you write a letter for a business, always get a good start. Start with a self-introduction that shows off a little about your business, including your business name, mailing address, and contact information. Be sure to include a return address, and put in your phone number so that it’s easy to reach you.
Next, show how you can help the recipient by supplying contact information. Some people prefer to list their phone number, e-mail address, and website address, while others prefer to provide a physical mailing address or an electronic one. The choice is entirely up to the person you’re writing the letter for, but if you’re more comfortable providing a physical address, make sure you list it.
In the body of the letter, you’ll want to use a combination of positive support terms and praise. Always end the introduction by mentioning the relationship or the transaction that is being described. When you write a business letter, you’re not interested in making a sale, you’re interested in building relationships. Be sure that any information you share is relevant to the situation, and that the reader knows what they’re getting into before reading any further.
Be sure to include a contract form, as well as a signature line or signature block at the bottom of the letter. If you’ve prepared a contract beforehand, haveit ready in this format. This will eliminate confusion, and it also makes your signature very clear.
A business letter will typically contain a number of paragraphs. Each paragraph should focus on one specific point, or one specific topic that will interest the reader. Don’t write an entire paragraph on the same topic, because it will be difficult to understand what you’re trying to convey. Use a paragraph to sum up what was covered in the other paragraphs, and then talk about a specific business event that happened while writing the letter.
Sometimes, businesses need to communicate to a client at a certain time, such as an important sales meeting or a presentation. The best way to do this is through instant messages. If you’re in business, you can make use of the technology to keep in touch with your clients. Whether you use voice mail or an email service, you can come up with a good process for keeping in touch with your business customers.
When you write a business letter, it’s easy to forget about the most important part: the content. Content is what will ultimately decide whether or not the reader responds to your letter. Always be sure to include detailed, accurate information that will make the reader want to take action, and always remember to insure your customer has received the communication, either via voice mail or email.
