Formal Business Letter Format – How to Write a Formal Business Letter That Makes an Impact
A business letter is usually a formal letter from one business to another, to either its clients customers, partners, suppliers, or other third parties. However, the content of a business letter greatly depends on the relation between the parties involved. For instance, if you are in the process of selling your property, then you are not required to explain the process of buying it to your buyer. You can simply include the details in the letter that will convince the buyer to purchase the property from you.
In business letter format, there are generally three types of addresses that a business letter usually requires. First, the street address. In the business letter format, the street address always appears first followed by the name of the receiver. The receiver is the person to whom the letter is meant for. Normally, the street address is located at the end of the letter with a number specifying the street.
The second type is the business letter format used when the company name is enclosed after the street address. After the business name, the next thing that follows is the name of the company. If the company name is enclosed, then it will become very formal. However, you are allowed to include only the last two letters of the name in the company name so that it does not appear too formal. You can also use italicized letters when writing the name of the company.
The third type of format is the modified block formats. In modified block formats, you can indicate the names of the individuals whose permission you need before you start writing the business letter. However, you can indicate the names of the people whose email addresses you are planning to send the formal letter to, just like the sender’s name. Just be sure that you send the formal letter in a padded envelope so that you don’t appear like you are trying to bill someone for a service.
Fourthly, there is the first paragraph of the business letter format. The first paragraph is where you are formally requesting the recipient to read and consider your offer. You are recommended to start the first paragraph by introducing yourself briefly. Then you can indicate how you know the person and why you are contacting him or her. The following paragraphs should deal with the details of your offer and how you intend to pay him or her. Finally, you can indicate the date when the contract is expected to end and the amount you are going to pay.
Finally, the last two paragraphs should summarize what you have conveyed in the introductory part of your letter format. You can indicate whether the offer is subject to acceptance or if it is simply a proposal. Also, you are recommended to close the letter with the details of your contact information. Your recipient can always use the information you provided in the contact details when he or she needs your service or buys from you. Follow these simple guidelines and you are sure to write a formal business letter that will have the desired effect.
