Do's And Don'ts of Writing a Business Letter: A Complete Guide
Written communication is a part of every corporate level employee irrespective of the individual’s position or status in the company. Whether you are a manager, a regular employee, or even the CEO of the company, you’re bound to communicate through formal or informal written communication means as your everyday task. In this article, essay writer will be your complete guide to write an excellent business letter and provide you an insight on some dos and don’ts of writing such a letter.
Before we go any further, let's define a business letter. A business letter is a formal document issued by a firm to its stakeholders such as workers, clients, or shareholders, among others, to communicate a professional message such as contract agreements, discussions, and meeting arrangements.
Although business letters are widely used in corporate settings, every business student is required to write such letters as a part of their practice assignments. Thus, this guide will be beneficial to you on both academic and professional levels.
It's important to remember that writing a business letter isn't rocket science. There is just one format that must be followed. The rest is comparable to your other writing tasks. If you're a competent essay writer, you'll have no trouble completing your business letter tasks. So, don't be worried; simply understand the fundamental notion and you'll be able to write fantastic business letters.
Format To Follow
The format that you must follow for your business letter is discussed briefly below.
Always begin your letter at the top of the page, in the center, with the sender's name and address. Following that, a formal greeting for the receiver is written in order to establish a professional and business-like tone. The date on which the letter is written is placed a few lines below the sender’s name and address. One thing that you must never forget is the date on which the letter is composed and sent to the receiver. In business communications, keeping track of dates when the message is conveyed is imperative.
Add a space of two to three lines after the date and then give you a salutation. Use the receiver’s last name in salutation, as using the first name sounds informal which defeats the purpose of the letter i.e., to formally communicate. Place a comma after the greeting and then begin the body paragraph from a new line. Some people use a colon after the salutation and that is fine too.
Complete your body paragraph and be sure to keep the discussion short and concise.
To close the business letter, use closing remarks such as “sincerely” or “regards” because they are the most common formal closings. Skip three to four lines and then add your signature.
The above format is pretty straightforward. However, there are certain little details that must be tackled in order to write an efficient business letter. When I used to write my essay that involved drafting a business letter, I always made sure to follow a list of do's and don'ts since they make it easier to identify problems and correct them before submitting the final draft. I've included a detailed list of dos and don'ts for you below.
Do’s of Business Letter
Always keep the language and communication style of your business letter formal.
Follow the prescribed structure for a business letter, as they are not written in the same manner as a personal letter.
Always proofread your letter to ensure that it is free of typographical errors.
Use a formal greeting, but keep the tone professionally friendly.
Always use the last name of the receiver in your salutation.
Be sure to add the date on the letter on which it is composed and sent.
Avoid grammatical errors.
Keep the letter concise and to the point.
Make sure that the letter is clearly written and answers all the possible questions that the receiver may have.
Always sign the letter with blue ink so the original letter can easily be differentiated from a copy.
Keep the language of the letter simple and understandable so it can easily be understood by the lay audience.
Don’ts of Business Letter
Never use slang language or contractions in your business letter.
Do not write uncertain details in your letter and try to keep the introduction small and limited to one to two sentences.
Don't use staple phrases.
Don’t use a harsh or impolite tone in any part of your essay even if the letter is meant to highlight issues or violations regarding organizational policies.
Don’t skip your purpose of writing the letter in your introduction.
Don’t use stylish or inappropriate font styles for your letter. Always use the ones that are easily readable such as Times New Roman or Calibri.
If you use the above list to proofread your business letter, I am confident you will be able to eliminate any errors and ensure compliance with business letter standards. However, if you are still perplexed, you might get assistance from professionals who offer paper writing service. They will almost certainly be able to assist you in overcoming your misapprehensions.
Hopefully, the above guidelines will assist you in writing an outstanding business letter in the future, allowing you to easily meet both academic and professional criteria.