Business Letter Tips

Although much of modern written business communication takes the form of email correspondence, there is still a place for the traditional business letter. The business letter tends to be more formal than an email, and allows you as the writer to convey a stronger sense of professionalism and authority. To help you compose an effective business letter, some tips may be of benefit.

Define the Purpose

Before you begin to write your business letter, clarify the specific purpose that you want it to achieve. This will help keep your letter focused while eliminating extraneous information. Common purposes include responding to a customer complaint, summarizing the main points of a recent phone call, reminding a customer of an overdue account, or requesting information.

Maintain Courtesy

Even if your letter involves an unpleasant topic such as making a complaint or asking for payment, maintain a courteous tone throughout. This will be taken as a sign of respect by the recipient and casts you in a more positive light. Acknowledge the reader’s situation with statements such as “I understand that your company’s recent rapid growth may have caused the lapse in your usual excellent customer service” to keep the tone cordial.

Use the Proper Titles

When addressing a male recipient, address him as “Mr.” instead of by his first name. For a female reader, use “Ms.” unless you happen to know that she prefers “Miss” or “Mrs.” You should also include the person’s full business title, such as “Director of Operations” along with her and her company’s name and address above the salutation.

Keep It Short

A business letter should be relatively short, no longer than one page if possible. If your recipient is busy, there’s a chance that a long letter will be set aside or buried in an “In” basket. If your letter calls for an immediate answer, this can delay the response time or possibly lead to no response at all.

Include a Call to Action

Before closing your letter, always indicate the specific action you wish the reader to take, along with a time frame. If you’re asking for payment, list the date you need the money by as well as the acceptable methods of payment. If you’re writing to convey a specific piece of information, let the reader know the best way to contact you if he has any questions.