How to Write a Business Letter
Written word is one of the most common forms of communication at work
Every type of business document should be written with utmost care and attention
Letters should be
Types of Business Communication
Letters, Memos, Reports and Proposals
Regular and Special mail
Bulletins, Notices, Circulars
Minutes of meetings
Letters should have
Letter is a vital component of business writing although email spreading but it cannot replace letter in all situations. Letter give formality
Letter appearance is the physical condition of the letter which gives the first impression.
Letters should be single – spaced with double – spacing between paragraphs.
Typing should be neat
Errors should be erased.
Paragraphs should be logical, precise and error free
White space: Adds to readability
Official printed letter head
Date on which the letter is being prepared
The address of the recipient
This used to identify the specific recipient when it is addressed to the company or organization
We may use “dear madam or sir,”
If we know the recipient we may address him or her by name.
6-Subject line: The purpose of the letter is defined here
7-Body: This is the actual message or content of your letter
Courteous formal way to end a letter.
Examples: “Regards”, “Best Regards,”
9-Company signature may be used where appropriate
The signature, name and title
Consisting of the signer’s initials in capitals followed by a slash or colon followed by the typist’s lowercase initials
Mention the attachments
13- "cc” notation
Name the additional recipients if any