Writing a professional business letter can help you and your company make a good first impression with colleagues and clients. It can also save you time and money by properly communicating your messages throughout your professional transactions. Learning to write a proper business letter is an investment in your professional future.
Heading and Inside Address
The heading reveals the identity of the sender, and the inside address tells the reader to whom the letter is addressed. The heading should begin from the top of the left margin and should include the sender's title, full name, address, and the date. You can also include a telephone and/or fax number. Skip a line, then list the recipient's title, full name, and address. When a standard business letter is folded, this spacing allows the inside address to be viewed from the outside of the envelope.
Greeting
The greeting introduces your letter's professional tone. Business letters typically skip a line from the inside address and begin their salutation with "Dear" and follow with the recipient's title and last name. First names are optional, but should be included in place of the title if the recipient's name is gender neutral [ex: Rory, Leslie, etc.]. Skip a line after your greeting.
Body
The body expresses your message in a clear and professional manner. You may choose to adhere to a block format, with all of the text aligned to the left, or an indented format, with each paragraph indented 10 spaces. Always skip a line between paragraphs regardless of which format you choose. Keep your language and punctuation professional and be as concise as possible.
Closing
The closing is typically a short, one word ending that tells your reader that they have reached the end of the letter. Most business letters close with "Sincerely" in order to maintain a professional tone. If you chose the block format for your body, the closing will be aligned to the left. If you chose an indented format, the first word of your closing should be centered.
Signature
The signature should be aligned directly under the closing and reiterate the identity of the sender. The term "By direction" can be included on a second line to indicate that the letter was authorized through a higher authority than the person signing the letter. You can also use a second line to include a job title or the name of the associated company.
Writing a professional business letter is a vital part of business communication. Written communication to customers, vendors, or other businesses is a developed skill that requires practice. Understanding the proper business letter format, the parts of a business letter and practicing writing is key to effective business correspondence. The
business letter is a little more formal than other written business communications such as email, memos, or text messages. It is important to know the audience so the tone of the letter can be professional but not overly formal.
When drafting a letter, the author should assume that the reader has limited time and that they are looking for the bottom line and how it relates to them.
Make sure the substance is clear, specific, and to the point so the reader can make a quick assessment of the letter.
In many cases, the business letter is the first impression so it is important to ensure the content is accurate and free from errors.
This includes proofing the letter for content clarity and typos.
All business letters should be printed on the business letterhead.
If a formal letterhead is not available, the name of the company with address, contact phone number, and email should be printed on the top center of the paper.
So what are the seven parts of a business letter?
1. Date
The date is put at the top of the page for any business communication.
The date is a critical piece of information documenting when the correspondence was sent.
This is important for correspondence that may be kept for future reference.
2. Address
The address of the person receiving the correspondence includes a formal name, street address, city, state, and zip code.
Don’t forget to double-check the spelling of the person’s name.
A misspelled name is careless, unprofessional and can negatively impact the response to the letter.
3. Salutation
The salutation is the formal way of addressing the person.
Common salutations are Dear or To Whom It May Concern.
Some people have sensitivities to what name is used in addressing them so be sure to take the time to identify the person’s most commonly used name.
For example, if the person’s name is Robert, try to find out if he goes by Robert, Rob or Bob. For instance – Dear Bob,
4. Introduction
The first few sentences of a letter are introductory.
The introduction section introduces the subject of the letter.
It is a summary in a sentence or two that explains the goal of the letter.
For example, an introduction may be something like:
I am writing today to further explore a vendor relationship with XYZ Corporation.
5. Body of the Letter
The body of the letter is where the bulk of the information is shared.
The body of the letter explains in detail all aspects of what is being communicated.
This would include detail of the information being shared.
For instance, the body may be something like this:
We understand that XYZ Corporation can provide tools for 10% less than other competitors. And, that the focus on service after the sale is amongst the best in the industry.
6. Closing
The closing of the letter summarizes what the letter was about and any next steps or action items.
This section gives the reader a heads up that the communication is coming to a close.
For instance, the closing may be something like this:
Please call me at your earliest convenience to discuss a vendor relationship and to explore if we can come to a mutually beneficial relationship. I look forward to speaking with you soon.
7. Signature
The signature section has a complimentary closing.
Examples are Sincerely, Warmest Regards, Respectfully Yours, Very Truly Yours, or Cordially Yours.
Be sure to gauge the audience when selecting a complimentary closing.
After the complimentary closing, space is left for the signature that goes above the typed name and title of the person sending the letter.
7 Parts of a Business Letter
Life has gotten casual and much of business has also taken a more spontaneous approach to many aspects of its operation.
However, there are times when a well-written business letter communicates an organization’s intent to do business.
When that time comes, it is even more important to know the proper way to structure such a letter.