What is a Business Letter?
A business letter is written in formal language. It is written for official correspondence between two organizations and organizations and customers, clients, etc. It has to be written in a style that is professional and with a right note. However, the writing approach can be modified based on the relationships you have maintained with the recipients.
It is used for various purposes like introducing a business, offering a business deal to other organization, accepting an offer, denying an offer, introducing new schemes for customers, extending business contracts, canceling a deal, correcting mistakes in invoices, returning goods, offering help, giving good and bad news, apologizing, etc.
It should be concise yet detailed. Being concise does not mean you must use several numbers of short sentences. It will sound unprofessional and would become difficult to compile them and understand the context. Unless you are conveying clear and complete message, the readers would not be able to fathom the matter. Also important is that the letter should not have any typographical and grammatical error.
Take a look at the following points that will help you in drafting a business letter:
- Make sure that the letter is typed even if have the best handwriting. Use MS word for typing so that you can correct spelling mistakes while typing and even spell check it after finishing. More importantly, select a readable font such as Arial, Verdana, Times New Roman.
- Print the letter on a letter head bearing company logo, name and address.
- If you don't have a letter head, then type your name, designation and address at the top of the page. For authenticity, you must stamp it.
- Mentioning the date in a letter is a must as it serves the purpose of reference in further letter regarding the same topic.
- After the date, you need to write full name, designation and full address of the recipient.
- Insert greeting to the person whom the letter is written. You have to use formal language even though the recipient is your fast-friend. This formal salutation is accepted in business communication - Dear Mr. Brown followed by a colon or a comma.
- Now, you can actually begin to write the main message of the letter. In the first paragraph, you have to introduce yourself if the receiver does not know you. You could begin with a sentence like "We had recently met in a conference", or "I had purchased a SIP from your company two months back."
- After that you have to clearly mention the purpose of the letter. Suppose you are writing the letter for complaining about a product you recently purchased. Mentioned the product name and model, date of purchase, and the warranty it carries. Including complete details will create a ground for carrying the communication forward.
- Mention the reason of complaining or the types of problems the product is giving you in the next paragraph. Whether the problem is one or more than one, include them all either with number or a bullet for each.
- Next, specify how you intend to get rid of the problem. If the problem is due to any manufacturing defect and the product is still under warranty, ask for a replacement. If the warranty period of over, request them to send a service man immediately to rectify the problem.
- End the letter with a complimentary close such as sincerely, thanking you, regards, etc.
- The last thing is you need to type your name and sign the letter.
Let's hope that we have made the definition of a business letter clear. Also the extra information about drafting the letter would help you accomplish your goal.