How to write a business letter


If you run a business, chances are you’ll have to send business correspondence to people you don’t know. Writing letters may seem like an awkward moment, but it’s part of your job. Awkwardness can be avoided if to make a professional business letter consists of an introduction, a clear statement of purpose and letters to its logical conclusion, in which you thank the recipient for providing attention. In addition, a professional approach to the preparation of the e-mail will help him to be in the “Inbox” folder, and not fall into the “trash” of recipient.




Enter the subject line in a professional and appropriate manner. The theme of the letter can’t be the word “Hello” or “Thank you.” Similar expressions are referred to as “spam.” Subject letters must immediately communicate to the recipient the purpose of your message. If the purpose of your message is clear, if the recipient wants to immediately open and read its contents.


Know recipient’s name. Look at the company’s website. Determine whether the chosen e-mail address. Find the company’s phone number and ask for a recipient’s phone. An e-mail containing the name is perceived as more serious than an anonymous message.


Enter your details and the name of organization that you represent. If you do this in first part of letter, recipient quickly determine why he need to read this letter.


Professionally and clearly indicate your request, suggestion or statement. If you specify the essence and clearly define the purpose of the letter, you will create the image of a professional that your recipient will be able to perceive seriously. Include a copy of details, specific location, cost, and other related information. Avoid excessive eloquence. Your recipient – a business man, and he does not have time to read a letter chaotic.


Provide information that you would like to see in the response letter. Even if your letter is displayed sender’s address, it is best to include your e-mail address, phone number, address and other contact information (eg, user name, or fax). Let the recipient know your expectations about the response and timing.


Say thank to addressee in the finishing part of the letter. The recipient has your attention and the location of the reading obtained by e-mail before the end. It is best to thank the person for taking the time to a virtual conversation.


business letter