Best Business Letter Template for Any Occasion

These tips will have you producing better letters quickly. Once you understand what makes a good business communication, read on to see these tips in action.

1. Write clear, concise sentences so the reader knows what you mean without confusion. Remember that business letters aren’t social communications; each is intended for a specific purpose, and the more effectively they communicate that goal, the better. Clarity should trump every other concern. Make sure people know what you’re trying to say!

2. Avoid writing too much. Try to communicate your point of view without unnecessary detail. As the amount of text in your letter increases, so do the opportunities for miscommunication. Try to provide just enough information to fully express the purpose of your letter without any embellishments.

3. Use formal language. Even if the person you are sending the letter to is someone you know personally or professionally, it’s better to keep business letters formal. In a professional context, you’ll run into few problems being formal when you could be casual than being casual when you should be formal.

4. Proofread your letter before you send it off! Don’t let a silly spelling or gramatical mistake detract from the value of your letter. Read your letter out loud to make sure you don’t miss anything. If you have access to a professional spell/grammar checker like Grammarly, use it with each and every letter you send.

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5. Keep your business letters brief. If it’s possible to communicate the letter’s purpose in less than three paragraphs, try to do this instead of padding with extra information that isn’t helpful or doesn’t add anything new to what you’ve already said.

6. Be confident! Whether you’re writing about company events, new policy changes, or expressing your gratitude, you should always be confident. The letter’s recipient will treat your words more seriously if they know you believe in what you are communicating.

7. Personalize each business letter to the receiver. You may not always know the contact you’re writing to. When that’s the case, avoid salutations like “To whom in may concern.” Take the extra time to research the person or company receiving the letter so that it has specific details about them and isn’t just a general template. If you can find a name, use it. If not, refer to their position, something like “Dear Marketing Manager”. Any specific referents you can find are better than nothing.

8. Be clear on how you want the reader to respond. If there’s a specific action you want them to take after receiving your letter (e.g., “Please pay our invoice within 30 days”), clearly outline this request. The more specific you can be, the better.

9. Thank the reader for taking time to read your letter! This is a nice thing to do and will make them feel appreciated and valued as a business contact or individual working with your company. Make a habit of including at least a pinch of gratitude in every business letter.