Writing a good business letter can make the difference between winning a contract and not being successful. There is a lot more to writing a business letter than you think.
Before you start, make sure you have enough paper and business envelopes to hand. When you have, you’re ready to make a start.
Structuring Your Business Letter
Write your company’s business address in the top right corner of your letter. Add the recipient’s address just below yours. Now right the date in full on the left-hand side, just before you will start the letter off.
Now all you need to do is begin your letter. If you don’t know the name of the recipient use Dear Sir/Madam. If you know the name of the recipient, add their name.
Writing The Paragraphs
Now it’s time to write the first paragraph. This paragraph should detail the purpose of your letter. You could, for example, write “I am writing to you to discuss my proposal to…”
Here’s what you should do next:
- Write the second and third paragraphs
- Make sure these paragraphs include more detail than the first.
- You could write, “With this in mind, I wish to…”
The first, second, and third paragraphs should include a lot of detail. Ideally, these paragraphs should grab the reader’s attention.
The Last Paragraph
The very last paragraph should include details of what you would like from the recipient.
For example, you could ask the recipient to contact you or return a form to you.
Leaving this information until the last paragraph means the recipient is more likely to take action.
Finishing The Letter
Once you have finished writing the letter you need to sign off. Here’s how:
- If you started the letter with “Dear Sir/Madam,” finish it with “Yours Faithfully”
- If you started the letter with the recipient’s name, finish it with “Yours Sincerely”
- Add your signature to the bottom of the letter
- Write or type your name under your signature so the recipient can see your name clearly
Pay close attention to the way you finish the letter. If you finish it well your letter is more likely to be taken seriously.
Address The Envelope
Ideally, the envelope will look professional. If you use an envelope that does not look very professional your letter may not be read.
Write the recipient’s name and address clearly in the middle of the envelope. Use capital letters to ensure your handwriting is tidy. Print the address out on a label, if you can.
Place a stamp on the right-hand side of the envelope and keep the letter safe until it needs to be sent. Make sure you have sufficiently covered the cost of the postage.
Writing a good business letter is not as easy as you think. Make sure you know what you want to say before you start. Use the above tips to help you to make your letter look professional.
