Writing a Business Letter
First impressions are everything, especially when it comes to conducting business in a professional setting. Sometimes, your first impression will not be an in-person meeting. In one case, your first impression might come in the form of a business letter. Here are some tips on how to create an organized, professional business letter that is sure to leave the impression you are hoping to make.
As the sender, if you have letterhead, use it. If you do not have letterhead, include only your address (the street address, city, and zip code) at the top of the letter, one line above the date line. The date should be written in the American date format (ex. March 16, 2013) when writing to a recipient within the United States. Make sure you are writing to a specific person when writing out the inside address, or the recipient’s address, and be sure to include a personal title such as Ms., Mrs., Mr., or Dr.. When writing the recipient’s street address, use the U.S. Post Office Format. Finally, create a salutation using the same name that you did on the inside address, followed by a colon. Remember to leave one blank line after the salutation
In regards to formatting, generally you will need to single space and left justify each paragraph in addition to leaving a blank line between each paragraph. When it comes to content, remember that succinctness is extremely important in business letter writing. The first paragraph should be a brief, friendly opening and then cut directly to your main reason for sending the letter. The next paragraph(s) should explain your main point and reason for writing using a little more detail. The final paragraph should clearly restate the purpose of the letter and, in some cases, request action on the recipient’s part.
Skip one line after the last paragraph of the body text and capitalize only the first word of your sign-off and follow it with a comma. Leave four lines between the sign-off and your printed name so you can include a signature.
For more tips on how to write a professional business letter please visit https://owl.english.purdue.edu/owl/resource/653/01/.