While understanding the proper format for an ordinary business letter may seem rather mundane, the pros of putting together an appropriate letter far outweigh the cons. Successful businesses communicate with confidence, professionalism, and consistency; your business letters must also.
Here are your business letter essentials, keep in mind this is a skeletal version of a proper business letter format, there is room for personalization in your letter depending on your familiarity with the recipient. But, you can’t learn to multiply before you understand how to add.
- Contact Information: Your name; address; phone number; and email address. All listed on individual lines akin to any return address on a normal letter.
- Date: the date the letter leaves your hand or when you push the send button.
- Recipients Contact Information: Name, title, company, and address. Again all listed on individual lines, like any address on a normal letter.
- Salutation: Dear Mr. /Ms. /Mrs. It’s a good idea to address the letter to some one specific at the firm. If you are not familiar with the intended recipient, do some research on the business you are writing to.
- Body: This is your actual letter. Keep your point simple, clear, and focused. Be precise; don’t waste your business partners’ time. Introduce your letter with a concise paragraph, followed by details of your proposition and a conclusion. Remember to add an additional space in between paragraphs;
- Don’t forget to thank your audience for reading your proposal.
- Signature: Close the business letter with a respectful closing. (I.e. Sincerely…) Leave space for a handwritten signature with your name typed out underneath.
Until next time,
Yours truly,
Tommy Antonopoulos, Blogger for OfficeTime
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