Outline:

1. What is a business letter?

a. How is it different from a personal letter?
2. Why still write a letter, let alone a business letter?
3. Where do you begin? How to write a business letter?
a. As to form
b. As to substance
i. Kinds of business letters

Just from this title, you might ourselves, why waste ink and paper in writing or printing a letter, let alone a business
letter when theres text and email? Ive read in an article that one person is more likely to receive more emails than
snail mail these days.

However, in this day and age, the skill of writing a business letter remains valuable and irreplaceable otherwise I
wont be talking about it today. Kidding aside, theres a reason why we still write our letters of application or
resignation, demand letters, letter of inquiry, just to name a few, but well dive into that a bit later.

Before we begin, the participants are expected to learn by the end of the report the following objectives.

First, a business letter is usually a letter from one company to another, or between such organizations and their
customers, clients and other external parties.1 Doesnt necessarily mean that these letters must involve
businessmen, but business letters are used by people who do not know each other well or not at all and is focused on
one topic. Business letters are formal, which means these must follow a certain style or guide in its form and
substance in order to convey its message efficiently.

How is a business letter different from a personal letter? Differs in substance, language and tone. This is what
sets it apart from a friendly letter less formal because its between family and friends; write the way you speak.

Why? Because in business writing, your goal is not to express or create, but to be crisp and succinct; it stresses
specificity and accuracy. Assume that the reader of your letter is a very busy person and has a limited time so get
straight to the point. (This leads us to next question?)

Second, why not just send an email? Granted, sending a letter via email is quicker and cheaper, but a business
letter is useful because it produces a permanent written record, the message therein is ensured of its confidentiality,
and its easier to ensure the proof of its receipt.

Ultimately, a business letter (or any other printed or handwritten letter) may be taken more seriously by the recipient
than other forms of communication. It may have to do with the sensory feeling of receiving an actual letter. Also, in
the Philippines, not everyone has access to the Internet.

Thirdly, how do you write one? As to the form, the parts of a business letter are:

A. Senders Address -

In block format, the sender's address is left justified: in other words, flush with the left margin. In modified block or
semi-block format, the sender's address begins one tab (five spaces) right of centre.

There is no need to include the sender's address in informal letters.

B. Date

The date indicates when you composed the letter. Type it two lines below either your stationery's letterhead or the
typed sender's address. For informal letters, it may go at the top of the page.

The UK, the date format is day-month-year:

1
Guffey, Rhodes and Rogin. Business Communication: Process and Product. Third Brief Canadian Edition.
Thomson-Nelson, 2010. p. 183214.
1 July 2014

In the US, the date format is month-day-year:

July 1, 2014

In block format, the date is left justified; in modified block or semi-block format, it begins one tab (five spaces) right of
centre.

D. Inside Address

The recipients address, also called the inside address, includes the name and address of the recipient of your letter.
It may be omitted in informal and social semi-formal letters. For other letters, type it two lines below the date. In all
formats, it is left justified.

Your letter should be addressed to a specific person, if possible. Include a courtesy title (i.e., Mr., Mrs., Miss, Ms.,
Dr.) for the recipient; confirm what title the person prefers before writing your letter. Only omit the title if you do not
know the persons gender (i.e., for unisex names). If you are unsure of a woman's marital status or title preference,
use Ms:

If you do not know the person's name, include the title of the intended recipient (e.g. Hiring Manager, Resident) or the
name of the company:

E. Salutation

Use the same name as the inside address, including the personal title. If you know the person and typically address
them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all
other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the
salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name.
It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write
Dear Chris Harmon: if you were unsure of Chris's gender.

F. Whats in a body?

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave
a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is
very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next
paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification
with background information and supporting details. The closing paragraph should restate the purpose of the letter
and, in some cases, request some type of action.

1. Reference - The first element tells the recipient what your letter refers to:

With reference to your classified advertisement in

With reference to your letter of 19th June

With reference to our phone conversation yesterday afternoon

This element is important as a beginning because several days (or weeks) may go by before your letter is delivered,
and it provides the recipient with the context of your letter or refreshes his or her mind.

2. Reason for writing - Next, state your reason for writing:

I am writing to inquire about your offer

I am writing to confirm delivery of

If you want to ask for something, be specific and humble:

Could you possibly extend my deadline?

I would be grateful if you could send me a review copy of your new video.

If you are agreeing to a request, be specific and gracious:

I would be delighted to speak to your organization about

If you must decline, be appreciative:

Thank you for the invitation to speak, but

3. Enclosed Documents

Having given whatever information is required:

state explicitly that you are enclosing documents (if you are),

tell the recipient how many separate documents you are sending, and

explain what they are and how they are relevant to the subject of your letter:

I am enclosing my invoice, which details

or, more formally,

Please find enclosed a copy of your letter

4. Closing remarks

In your closing remarks, it is appropriate to:

thank the recipient in advance for help,

offer to be of further service if it is necessary, or

summarize the important points of your letter:

If you expect the recipient to initiate the next contact, say so:

Initiating future contact

At this point, if you expect the recipient to respond to you in a particular way (for example, if you are asking the
person to send you a document), specify in your letter how you expect him or her to respond:

G. Closing and sign off

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the
first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a
signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after
the closing.

The closing is your final sign off: it should be brief and courteous. It begins two lines below your final body paragraph.
Common closings include Best regards, Sincerely, and Yours truly. Capitalize only the first word of the closing, and
end with a comma.

The signature includes your handwritten and typed name. For formal and semi-formal letters, add four lines of space
below your closing, and then type your name. In formal letters, you should include your full name; in semi-formal
letters, you may use only your first name. Sign your name in the space.

In block format, the closing and signature are left justified. In modified block or semi-block format, they begin one tab
(five spaces) right of centre:
Kinds of Format

1. Block format is generally perceived as the most formal format. For semi-formal letters, you may wish to
use modified block or semi-block format. For informal letters, use semi-blockformat.

When you use the block form to write a business letter, all the information is typed flush left, with one-inch
margins all around. First provide your own address, then skip a line and provide the date, then skip one
more line and provide the inside address of the party to whom the letter is addressed. If you are using
letterhead that already provides your address, do not retype that information; just begin with the date. For
formal letters, avoid abbreviations where possible.

Skip another line before the salutation, which should be followed by a colon. Then write the body of your
letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between
paragraphs.

After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your
name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name

2. Modified block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the
sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing,
tab to the center point and begin to type.

3. Semi-Block

Lastly, after having discussed the forms of a business letter, lets now focus on the substance of the
letter. How should you write it?

Limit it to one page.

Keep the tone formal and factual.

List all the points you need to cover beforehand.

Make it clear, concise and logical.

Eliminate redundant words and phrases.

Observe accuracy and timeliness.

Font

Another important factor in the readability of a letter is the font. The generally accepted font is Times New
Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider
your audience. If you are writing to a conservative company, you may want to use Times New Roman.
However, if you are writing to a more liberal company, you have a little more freedom when choosing
fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a
comma (,) after the closing. In some circumstances, you may also use a less common format, known as
open punctuation. For this style, punctuation is excluded after the salutation and the closing.
 How to Write a Business Letter

Always consider your audience when preparing a business letter. Do not say something in a letter
that you would not say to the person in a face-to-face situation, and do not put in writing anything that might
later embarrass you or your company, commit you or your company to something that you might not be
able to fulfil, or be used against you (or your company) in the future. Explain technical terms and procedures
that the recipient may not understand or know about, but provide only as much information as the individual
will find useful. Whether you are writing to your immediate superior, an officer of the company you work for,
or a disgruntled employee, be respectful and professional.

The content (body) of a business letter has five basic parts: (1) a reference, (2) the reason for
writing, (3) a description of enclosed documents (if appropriate), (4) closing remarks, and (5) some
reference to future contact.

Reference

Reason for writing

Next, state your reason for writing:

If you want to ask for something, be specific and humble:

If you are agreeing to a request, be specific and gracious:

If you must decline, be appreciative:

Bad news letters are among the most difficult to write, and it is important that you use the right tone:
If you are writing to someone within your company, using the Re: line at the top of your letter is also
appropriate.

4. Enclosed Documents

Having given whatever information is required:

state explicitly that you are enclosing documents (if you are),

tell the recipient how many separate documents you are sending, and

explain what they are and how they are relevant to the subject of your letter:

Closing remarks

If you want the person to telephone you and are using company letterhead, the company telephone
number will probably be on the stationery, but also provide your extension number or direct office
number if you have one.

If you want a document sent to you by fax or email, you should also provide that number or confirm
that email address. This contact information, when necessary, should be part of the heading.
 If you definitely need an answer from the recipient, you might enclose a self-addressed, stamped
envelope for his or her convenience and mention this fact. This shows both your consideration and
your desire for a response.

Proofreading your letter

Reread your letter, checking for typographical errors, misspelled words, grammatical problems, and for
elements or information you omitted. If you have used your computers spellchecker software (as you
should), be sure to look for omitted words (especially grammatical elements) and typographical or spelling
errors that have resulted in a legitimate, but wrong, word.

Example business letters

Just as there is a standard form for business letters, which sets out the information that should be included
in virtually every business letter, so there are also formulas that govern the content of specific business
letters. Some types of business letter are more difficult to write than others, but as you gain experience in
writing letters youll find that knowing what to say and how to phrase it is largely a matter of common sense.

Here is an example business request letter:

Source:

Use the menu below to view examples of business letter format.

Block form

Indented form

Block Form

5 Hill Street
Madison, Wisconsin 53700

March 15, 2005

Ms. Helen Jones

President

Jones, Jones & Jones

123 International Lane

Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format-there are block formats, and indented formats, and modified block formats
. . . and who knows what others. To simplify matters, we're demonstrating the block format on this page,
one of the two most common formats. For authoritative advice about all the variations, we highly
recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool
for workplace communications. There seems to be no consensus about such fine points as whether to skip
a line after your return address and before the date: some guidelines suggest that you do; others do not.
Let's hope that your business letter succeeds no matter which choice you make!

. Now doesn't that look professional?

Sincerely,

John Doe

Administrative Assistant

Indented Form

5 Hill Street

Madison, Wisconsin 53700

15 March 2005
Ms. Helen Jones

President

Jones, Jones & Jones

123 International Lane

Boston, Massachusetts 01234

Dear Ms. Jones:

Ah, business letter format--there are block formats, and

indented formats, and modified block formats . . . and who

knows what others. To simplify matters, we're demonstrating

the indented format on this page, one of the two most common

formats. For authoritative advice about all the variations,

we highly recommend The Gregg Reference Manual, 9th ed. (New

York: McGraw-Hill, 2001), a great reference tool for workplace

communications. There seems to be no consensus about such

fine points as whether to skip a line after your return

address and before the date: some guidelines suggest that you

do; others do not. Let's hope that your business letter

succeeds no matter which choice you make!

If you are using the indented form, place your address at

the top, with the left edge of the address aligned with the

center of the page. Skip a line and type the date so that it

lines up underneath your address. Type the inside address and

salutation flush left; the salutation should be followed by a

colon. For formal letters, avoid abbreviations.

Indent the first line of each paragraph one-half inch.

Skip lines between paragraphs.

 Instead of placing the closing and signature lines

flush left, type them in the center, even with the address

and date above, as illustrated here. Now doesn't that look

professional?

Sincerely,

John Doe

Writing the Basic Business Letter

Media File: Writing the Basic Business Letter
This resource is enhanced by an Acrobat PDF file. Download the free Acrobat Reader

Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the
sender's address if the letter is not written on letterhead.

Sender's Address
The sender's address usually is included in letterhead. If you are not using letterhead, include the
sender's address at the top of the letter one line below the date. Do not write the sender's name or
title, as it is included in the letter's closing. Include only the street address, city, and zip code.

Date
The date line is used to indicate the date the letter was written. However, if your letter is completed
over a number of days, use the date it was finished in the date line. When writing to companies within
the United States, use the American date format. (The United States-based convention for formatting
a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and
year two inches from the top of the page. Depending which format you are using for your letter, either
left justify the date or tab to the center point and type the date.

Inside Address
The inside address is the recipient's address. It is always best to write to a specific individual at the
firm to which you are writing. If you do not have the person's name, do some research by calling the
company or speaking with employees from the company. Include a personal title such as Ms., Mrs.,
Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of
a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom
you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being
addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office
Format. For international addresses, type the name of the country in all-capital letters on the last line.
The inside address begins one line below the sender's address or one line below the date. It should be
left justified, no matter which format you are using.

Salutation
Use the same name as the inside address, including the personal title. If you know the person and
typically address them by their first name, it is acceptable to use only the first name in the salutation
(for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name
followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the
receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine
gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

Body
For block and modified block formats, single space and left justify each paragraph within the body of
the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to
remember that conciseness is very important. In the first paragraph, consider a friendly opening and
then a statement of the main point. The next paragraph should begin justifying the importance of the
main point. In the next few paragraphs, continue justification with background information and
supporting details. The closing paragraph should restate the purpose of the letter and, in some cases,
request some type of action.

Closing
The closing begins at the same vertical point as your date and one line after the last body paragraph.
Capitalize the first word only (for example: Thank you) and leave four lines between the closing and
the sender's name for a signature. If a colon follows the salutation, a comma should follow the
closing; otherwise, there is no punctuation after the closing.

Enclosures
If you have enclosed any documents along with the letter, such as a resume, you indicate this simply
by typing Enclosures one line below the closing. As an option, you may list the name of each
document you are including in the envelope. For instance, if you have included many documents and
need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials
Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself,
omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most
common layout of a business letter is known as block format. Using this format, the entire letter is left
justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter
and the sender's and recipient's addresses are left justified and single-spaced. However, for the date
and closing, tab to the center point and begin to type.

Semi-Block

The final, and least used, style is semi-block. It is much like the modified block style except that each
paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional
communication. While the examples provided by the OWL contain common elements for the basic
business letter (genre expectations), the format of your business letter may need to be flexible to
reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much
of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools
menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and
input the date, sender address and recipient address into the selected format. Letter Wizard should
only be used if you have a basic understand of how to write a business letter. Its templates are not
applicable in every setting. Therefore, you should consult a business writing handbook if you have any
questions or doubt the accuracy of the Letter Wizard.

Font

Another important factor in the readability of a letter is the font. The generally accepted font is Times
New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always
consider your audience. If you are writing to a conservative company, you may want to use Times
New Roman. However, if you are writing to a more liberal company, you have a little more freedom
when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and
a comma (,) after the closing. In some circumstances, you may also use a less common format,
known as open punctuation. For this style, punctuation is excluded after the salutation and the
closing.

Source: https://owl.english.purdue.edu/owl/resource/653/01/

How to Lay Out a Letter

Formatting your letter

Letters typically follow one of three formats: block, modified block, or semi-block:
Block format is generally perceived as the most formal format. For semi-formal letters, you may wish to
use modified block or semi-block format. For informal letters, use semi-blockformat.

Most business letters, such as cover letters for job applications, insurance claims, and letters of complaint,
are formal. Business letters addressed to recipients you know very well (e.g., a former boss) may be semi-
formal. Social letters to less familiar recipients (e.g., a professional colleague) may also be semi-
formal. Informal letters are reserved for personal correspondence.

Most formal and semi-formal letters should be typed. Informal letters may be handwritten. If you are typing,
use 10- to 12-point font and single line spacing for composing your letter. Include a margin of one to one-
and-a-half inches around each page.

If you are writing your letter as an email, use block format, regardless of formality. Omit the sender's
address, date, and recipient's address.

Read more about block, modified block, and semi-block letter formatting.

Sender's address

The senders address includes the name and address of the letters author. If you are using stationery, it
may already be printed on the letterhead; if so, do not type it out. If the address is not on the letterhead,
include it at the top of the document. Do not include your name:

Date

Recipients address

Salutation

The salutation is your letter's greeting. The most common salutation is Dear followed by the recipient's first
name, for informal letters, or a courtesy title and the recipient's last name, for all other letters. For more on
salutations, see Choose the right greeting and sign off.

The salutation is left justified, regardless of format. Type it two lines below the recipient's address (or date,
for informal letters). In formal and semi-formal letters, it ends with a colon. In informal letters, it ends with
a comma.

Dear Ms Smith:
Formal letters or
Dear Ms. Doe:

Informal letters Dear Jane,

Body

The body includes most of the content of your letter. In block or modified block format, each paragraph
begins at the left margin. In semi-block format, the paragraphs are still left justified, but the first line of each
paragraph is indented by one tab (five spaces). Include a line of space between each paragraph.

In the first paragraph of your letter, you should introduce yourself to the recipient, if he or she does not know
you, and state your purpose for writing. Use the following paragraphs to elaborate upon your message.

Closing and signature

The closing is your final sign off: it should be brief and courteous. It begins two lines below your final body
paragraph. Common closings include Best regards, Sincerely, and Yours truly. Capitalize only the first word
of the closing, and end with a comma. For more on closings, see Choose the right greeting and sign off.
The signature includes your handwritten and typed name. For formal and semi-formal letters, add four lines
of space below your closing, and then type your name. In formal letters, you should include your full name;
in semi-formal letters, you may use only your first name. Sign your name in the space.

For informal letters, you may omit the typed name; you only need to sign your name below the closing.

For letters written as email, you may omit the signed name; you only need to type your name below the
closing.

In block format, the closing and signature are left justified. In modified block or semi-block format, they
begin one tab (five spaces) right of centre:

Best regards,

John Smith

How to write business letters

By Marina Pantcheva
SALUTATION
The salutation is an important part of a letter. The choice of the right salutation depends on whether you
know the person you are writing to and how formal your relationship is.

Very formal (for official business letters)

Use only when you do not know to whom you must address the
To Whom It May Concern: letter, for example, when writing to an institution.

Dear Sir/Madam, Use when writing to a position without having a named contact.

Dear Mr Smith, Use when you have a named male contact.

Use when you have a named female contact; do not use the old-
Dear Ms Smith, fashioned Mrs.

Dear Dr Smith, Use when writing to a named doctor.

Dear Prof Smith, Use when writing to a named professor.

Dear Xu Li, Type the whole name when you are unsure of the recipients gender.
Less formal but still professional (business letters)
Dear colleagues, Use when writing to a group of people.

Dear Mary, Use when writing to a named female.

Dear John, Use when writing to a named male.

Informal (personal letters)
These salutations should be used with people you are close to, as they might offend others.
 Hello guys, Use when writing to a group of people you know very well.

Hi, Use when writing to one or more people you know very well.
There should be a comma after the salutation and a colon after To Whom It May Concern.
No full stop is needed after Mr, Ms, and Dr.
The form Mrs is outdated.
Avoid the exclamation (!) in salutations.
STARTING YOUR LETTER
There two ways in which business letters usually start: they make reference to a previous contact, for
example, phone conversation, meeting, previous mail correspondence; or they are the first contact with the
recipient.

Making reference to previous contact

I am (we are writing) regarding

your inquiry about

our phone conversation
In reply to your request
Thank you for contacting us.

Contacting the recipient for the first time

I am (we are) writing to

inform you that

confirm
enquire about
complain about
I am contacting you for the following reason.
I recently heard about and would like to

MAKING A REQUEST
We would appreciate it if you would
I would be grateful if you could
Could you please send me
Could you possibly tell us
It would be helpful if you could send us

GIVING GOOD NEWS

We are pleased to announce that
I am delighted to inform you that
GIVING BAD NEWS
We regret to inform you that
Im afraid it would not be possible to
Unfortunately we are unable to
After careful consideration we have decided
ENDING YOUR LETTER
Enclosures
Please find enclosed (for letters)
Please find attached (for emails)
Offering future assistance
If you require more information, please let us know.
Please do not hesitate to contact us if you need any further assistance.
Referring to future contact
I am looking forward to hearing from you soon.
We are looking forward to meeting you on 21 January/in Troms.
We would appreciate your reply at your earliest convenience.
Closing
The closing salutation must match the opening salutation and the overall tone of the letter. Choose one of the
following closing lines depending on the formality of the salutation.

Very formal
Your sincerely,
Sincerely yours, Use when youve started with Dear Sir/Madam or To Whom It May
Respectfully, Concern.

Sincerely, Use when youve started with Dear + name.

Less formal but still professional
Kind regards,
Warm regards,
Regards, not too formal but businesslike

Best wishes, even less formal

Informal
Best,
Hugs,
Cheers, Use with friends and colleagues you feel close to.

Source: https://writing.wisc.edu/Handbook/BusinessLetter.html

9 Tips For Writing

Better Business Letters

It's quite amazing how often business people fail to follow basic guidelines when it comes to writing their
business correspondence. That might explain why so many people come to my writing help Web sites
looking for help with their business letter writing. Just as businesses need to be focused and efficient to
thrive and succeed, so too does the primary tool of most businesses - the business letter.

Following are a number of tips and guidelines that I have compiled while reading and writing many hundreds
of business letters over the past 30+ years.

Limit Them To One Page

By definition, business letters should be short and to the point, preferably one page in length. Studies have
found that busy business people do not like to read beyond the first page, and will actually delay reading
longer letters. So, if you don't want your letter to gather dust in an in-basket, keep it as short as possible.

Be Reader-Friendly

Always try to focus on the needs of the reader and make an effort to see things from their perspective. Put
yourself in their position and imagine what it would be like for you to be receiving your letter. Anyone can
do this, since we are all "customers" of some other business in some part of our lives.

Keep The Tone Formal And Factual

Generally speaking, the tone and content of business letters should be formal and factual. Feelings and
emotions do not have a place in business letters. So, avoid phrases like "we feel" and use "we believe" or
"we think" instead. A cordial, friendly approach is fine. Just keep it businesslike, but avoid overly formal
terms like "heretofore", "as per", "herewith", etc.

Carefully Plan Your Letter

Before writing the letter, take a few minutes to list all of the specific points you need to cover. Sometimes it
may even mean a phone call to the recipient or his/her company to confirm a specific point. Remember,
the purpose of the letter is to tie up all of the details on the subject at hand so that more letters won't have
to be written back and forth.

Make It Clear, Concise And Logical

Use a clear and direct writing style that uses simple words and straightforward phrases. Make sure that
your flow follows a logical progression, first identifying the main subject, elaborating on it, and then drawing
the logical conclusion.

Accuracy And Timeliness Are Key

By their very nature, business letters need to be accurate and timely. They almost always have financial
implications and related impacts on other businesses and/or people. Double-check all of the facts stated in
the letter, and make sure that any future dates specified give others enough time to realistically complete
what is expected of them.

Relegate Technical Details To Attachments

Often it is necessary to include detailed technical information as part of a business letter package. In such
cases, use the main letter as a cover letter that lists and briefly explains and references the attached (or
enclosed) documents.

Use Non-Discriminatory Language

Make sure that you avoid language that is specific to gender, race, or religion in all business letters, either
to other businesses, or to customers. For example, use "workforce" instead of "manpower", or "chairperson"
rather than "chairman". Most style guides contain detailed lists of the offensive terms and some suggested
substitutes.

Eliminate Redundant Words And Phrases

There are certain words and phrases that one often sees in business correspondence that tend to make
the language more complicated and cumbersome than necessary. For example, instead of the phrase "in
spite of the fact that" use "although", or instead of "in the normal course of events" use "normally". There
are many such redundant phrases, so review your letter and eliminate them.

If you are running any type of business in which business letters are important communication tools, you
would do well to take careful heed of the above tips and advice. Remember, the business correspondence
that you issue is a direct reflection of the overall products and/or services offered by your business. Poorly-
written, amateurish, and/or shoddy business letters will surely result in lost sales.

Source: http://www.writinghelp-central.com/article-business-letter-tips.html