Properly Using Business Letter Format
A business letter format is a structured letter from one business to another, usually between these companies and their various customers, vendors, clients or other external parties. Generally, the format of this letter is given by the sender in order for the receiver of the letter to understand who they are speaking to. The general tone of such letter mainly depends on the relation between the companies involved. For example, if it is a sales letter, it should be a friendly and positive message, whereas, if it is a thank you letter, then it should be a sincere message.
In business letter format, the first paragraph normally says who the sender is (or what company he/she is) and that too without giving a name. After this, the recipient can put in his/her name as a reference or can add his/her name in the second paragraph of the same. Then the third paragraph contains the main idea of the letter, which again should be written in a friendly manner. However, the tone must not be too personal as it has to be in line with the recipient’s personality. If possible, mention the products and/or services in simple language.
The fourth paragraph is very important in a standard business letter format. Here, you should mention the aim and purpose of writing the letter. If it is for a resume, then you should mention your experience, qualifications, achievements, etc. Likewise, if it is a thank you letter, then you can mention your sincerity and respect for the person to whom you are sending the letter. You can also mention the date and occasion for which you are writing the letter.
In standard business letter format, there are four types of formats: standard block formats, modified block formats, single line and double-line. However, these terms may be bit confusing to those who are new to this field. In standard block formats, the recipient is welcomed with a single line of text at the top of the page. The recipient can take a copy of this text and make a note of it. However, there are other ways of doing it. One can use a pencil to write the message.
On the other hand, in modified block formats, the text that you want to be included is written in two blocks of four. In single-line format, the sender does not insert any closing. A recipient can take a copy of the text and make a note of it. However, there are other ways of doing it. One can use a pencil to write the message. One can also utilize a typewriter to make the same note.
Last but not least, in single-space format, there is only one paragraph. The first paragraph contains the name of the company and then in the second paragraph the purpose of the company. However, in the modified single space format, there is a second paragraph as well. Then in the third paragraph, the address of the sender appears. It is better to make the same in all paragraphs because in this way, the recipients will understand who is writing the letter.
