Business Letters / December 1, 2018 / Malinda Cobb
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.
When in doubt don t risk embarrassment; phone the organization concerned and ask. Some people borrow an awful technique from email and use a person s whole name in the salutation e.g. "Dear Suzan St Maur." I don t know about you but this irritates the h*ll out of me and I would not recommend it. So when your letter is addressed to "Mr J C Jennings" your salutation is "Dear Mr Jennings." If the information you have is simply "Joanna C Jennings" you can probably take a chance and write a salutation of "Dear Ms Jennings." I don t know many male Joannas but don t count on it... Writing business letters is a skill that a person should have since it involves creating formal correspondences concerning your company product or service.
There is an answer though. Use the formality of structure that makes the business letter the bullet-proof form of communication it has come to be. Combine that with the short straight-talking style of writing more common to emails and you have a good compromise. Let s start with the structure - or rather the etiquette which supplies the structure. There are variations between accepted etiquette used in the different English language markets. Here are the main British forms of address. I have also included the US/Canadian equivalents where I know them but I m afraid I m not aware of those used in Australia NZ or SA. Formal letters The addressee will either be a title e.g. "The Chief Executive Officer" or to an organization or company when you don t know to whom your letter should be addressed.