Business Letters / December 1, 2018 / Tami Silva
The purpose behind business letters What purpose does a business letter actually serve? Firstly it helps you to communicate with your other business acquaintances. In fact it is like any other means of communication but there is one major difference to it. Business letters serve to document details of vital facts and figures that can be pulled up and analyzed any time afterwards. It is for this very reason that the absolute care diligence and due attention must be given to this exceptionally important writing task. Effective Business Letter Writing Basics Business letters are not deemed to be authentic if they are not written on the letter head of the organization it is being sent from. Irrespective of the occasion for which the letter is being written the language must always be formal. People should ideally be addressed by their titles such as: General Manager Dear Mr. Dear Ms. Director and so on in the event of you not knowing the names of the people. In case you do know their names then you can use them because it adds just that small tinge of familiarity without unduly affecting the essence of the correspondence.
This is especially true when businesses want to formalize an agreement or an understanding. So far emails are great for all of the preparatory work but a formal business letter is still most often needed to "seal the deal". There are two overall categories of business letters: business-to-business and business-to-customer. BUSINESS-TO-BUSINESS LETTERS Most business-to-business letters are written to confirm things that have already been discussed among officials in meetings on the telephone or via e-mail. Can you imagine the letters that would have to go back and forth to cover all of the questions and possibilities that can be covered in a one-hour meeting a half-hour phone call or a few quick e-mails? The main purpose of a typical business letter is to formalize the details that were arrived at in those discussions and to provide any additional information that was agreed upon.
If you are writing for customers do not use business jargons that they may not understand. Use the Appropriate Font Forget Comic Sans and other fonts that look "cute." Business correspondence should look crisp and formal. Standard fonts for these letters include Times New Roman and Arial. Your font should not go beyond 12 pt except if you are using a really small font. Large fonts look unprofessional and sloppy. Of course it goes without saying that all business letters should be typed and never handwritten. One needs to pay special attention to the language while writing a business letter. It should be formal and even sensitive issues should be addressed with proper care and ensure that it does not come across as offensive. For example in case of complaint letters.