The Correct Business Letter Format Should Be Used

Knowing how to write a business letter is important especially if you are in a business. How the words are constructed together and the template itself is different from any other letter. Although how it is done would depend on the type of the business relationship between the one company and its recipients. There are many types of business letters. One thing is for sure, whatever type is used; it uses formal language and 8 1/2″ by 11″ unlined paper.

There are a lot of business letter formats that can be used. However, the block format is the simplest and the most widely used amongst all of them. Just keep the following things in mind since they are quite common in all of them: the return address of the letter writer should be indicated, the date of the letter, the complete name, title and address of the recipient should be indicated and the appropriate salutation with a colon should be used. Do not forget that the body of the letter should be short. Businessmen especially the owners do not have the time to read a long letter. In fact, it should not have more than 4 paragraphs.

Actually there is a preformatted business letter format that you can always use to help you out. It will make sure that your letter has the right space in between paragraphs, the right margins and size of the indentation and even the right font and its size. It is important that use the correct business letter format because of the impression that it will give your recipient about you and your business.

Formats and Fonts For Business Letters

Want your business letters to be taken seriously? Do it on your end first. If you are serious about it, there is a good chance those receiving your letters will reciprocate.

Apart from carefully writing your letters and using a good grammar software for correctness, it is a good idea to follow standard business formats and fonts to keep it as professional as possible. If you are not familiar with standard business layouts, the following should serve as a good guide to follow.

Formats

Different organizations will use their own preferred formats. The following are the most common ones employed.

Block Format. In this format, the whole letter is left-justified, with single space lines. Use a double space only between paragraphs.

Modified Block Format. Like the block format, text is left-justified and single-spaced. Letter date and closing, however, are set in the center.

Semi-Block Format. This one is presented in much the same way as the modified block, except the paragraphs are indented, instead of left-justified.

Fonts

For fonts, the most important thing is readability. Using one of the common types (Times New Roman, Arial, Tahoma) with a size of 11 or 12 is usually enough. If it is a conservative company you are writing to, stick to Times New Roman.

Furthermore, these are applicable especially when you are going to apply for a job and writing letters towards other professional people or organization. Inside a business letter, it must be properly formatted and the fonts must be observed properly.

5 Points About Writing a Business Letter

Letter writing was sure an art and it still remains the same, but with the electronic mails coming of age, the format and language of writing the content is surely changing. For example, referring to the subject matter, i.e. giving reference to context and writing the introduction section, etc. It is being more informal these days, though a well drafted business letter can make a lot of difference in the actual business professional world.

Tips for Writing Business Letters

The convention of letter writing remains like the olden days with the basic rules with reference to the content of a letter. It remains the same as any formal letter, that is to say, the sender’s address, date, recipient, introduction of the letter, body, and closing of the same. In the following, find some useful tips for writing a business letter.

Layout: The layout of the formal business letter is the blocked one, which is also known as the American letter writing format. Unlike before, the British writing format has been long gone and it has been replaced with intending all the contents to the left of the page.

Structure: The skeleton of the business letter has an additional section for mentioning details about the issue referred in the letter. It starts with the addresses and subject line. Be brief while writing the subject section. It should just be a pointer.

Content: Here you should mention the purpose of writing the letter. You may mention the business deal or proposal you are referring to in case it is about something related to that. If it is for a different purpose, then you may write it in the subject line, for example if it is an inquiry. It is required to give technical details, though in the first paragraph only. For example, the date, invoice, reference or deal no., etc.

Tone: Depending on your purpose, you can vary your tone of writing the letter. For example, if it is a business proposal you are drafting, it needs to be persuasive in nature. If it is a thank you letter, you need to be courteous. Use jargon with the appropriate recipient.

Reference: The last section of business letters are very important. You are required to mention the references to the issue you are talking about, along with names and contact details of the people associated with the same.

These were some tips for knowing how to write a business letter. Last but not the least, you may include a section naming ‘Enclosures’ at the end of the letter. This again depends on the nature of your subject.