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Writing Business Letter

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Ah, business letter format-there are block formats, and indented formats, and modified block formats. To simplify matters, we're demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual , 9th ed.

McGraw-Hill, , a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: Let's hope that your business letter succeeds no matter which choice you make!

When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date.

Consideration A business letter should also be considerate. This element is important because you must think about the reader and his feelings and point of view. Make the letter about him and not you. If a business letter is dull, the reader may skim through, missing important points. When writing a business letter, demonstrate a positive attitude that expresses joy and cheer.

Correctness A business letter must always be accurate. This means ensuring every word within the document contains accurate facts and figures. This includes proofreading the letter to check for grammar and spelling mistakes.

Every business letter should show a bit of uniqueness from the writer. This gives the letter character and may make it more interesting. Format The basic business letter format is the same across a range of industries, with few variations for content and style. The letter should be left-aligned, single-spaced with a one-inch margin and a standard or point type size. The top line below the letterhead should be the month, day and year, followed by one line of space and the address of the recipient.

Each following paragraph should be separated by a line. Insert one line after the last paragraph, followed by a closing and a comma; leave four lines of space for your signature, and type your name and title. Professionalism A well-formatted letter conveys an immediate sense of professionalism to the reader, particularly if it is printed on quality paper and folded neatly. It lets the recipient know that you took the time to craft a letter carefully, even before he reads the content.

When it comes time to follow up, the reader will know where to look for the pertinent information, such as the date and return address. Communication Knowledge When you use the accepted format for a business letter, it lets the reader know that you have a basic understanding of standard business communication practices.

How to Write a Business Letter: The Basics

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Each business letter you write is unique, yet it has to follow a certain format to be successful. Learn more by reading our business letter samples. They can also act as templates for your own business letters.

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Business letters in the United States, use four common letter formats. Variations differ for other countries such as the date is composed in another style. All proper business letter formats are acceptable but the block is more common.

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Dear Mr. Santiago: I saw your advertisement introducing the Doe Plus in the Springfield Journal of January I think your system may be . A good business letter is brief, straightforward, and polite. If possible, it should be limited to one single-spaced typewritten page. Because it is so brief, a business letter is often judged on small, but important, things: format, grammar, punctuation, openings and .

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I would appreciate the opportunity to speak with you at your convenience to discuss my qualifications for this position. Please contact me at () or write to me at [email protected] Thank you for your time and consideration. Business letters: where to begin Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task.