Even in this day of modern technology, when sending an email is very commonplace in business communication, many people still prefer to use the time tested tradition of communicating through business letters. Unfortunately, many people have forgotten the basics of using business letters to communicate, so this guide has been written to help remind everyone of the effectiveness of a well written business letter.

There are two things to remember when writing a business letter, and these two things can mean the difference between a successful business transaction, and your letter being disregarded.

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Proper Spelling and Grammar

Often, when spelling and grammar comes up, the dreaded English class comes to mind. But contrary to what was thought back in high school, spelling and grammar was not taught simply because our teachers like to see us squirm and fill our papers with red marks, but to help us to be ready in the business world.

It’s always a good idea to check your spelling and grammar before sending a business letter, whether by asking another person to read the letter through or by using software on your computer. Microsoft Word is an excellent choice, and there are others out there who check both but are not as pricey. It also helps to read your letter aloud to yourself, because what looks good on paper may not sound good when it’s read out loud.

Keep it to the point

Have you ever been to a lecture, or just listened to someone talk who goes on and on, and you have no idea what they are talking about because you lost interest ten minutes into the talk? Well, that’s how prospective business associates sometimes feel about letters that are full of flowery phrases. In the business world, time is money and you don’t want to lose your audience and a possible business deal because they got bored with your letter.

No matter what type of business letter you are sending, they all follow the same format.

Header: To create a header, first put your address, or the address of your company, on the left hand side of the paper. If you are using a business letterhead, this is not necessary. Below your address goes the address of the person or company to whom you are writing. In regards to the date, that can either be placed on the right side of the paper or double spaced below the address of the recipient. Remember, in a formal business letter to use the format August 23, 2007

Greeting: If the name of the contact is unknown when writing a formal business letter, it is best to use Dear Sir or Madame or To Whom It May Concern. This shows respect for your recipient right away.

Body of letter: This will be where you discuss the reason for your letter. Guidelines for some of the common letters are as follows:

a. Writing an enquiry - When you are writing to ask for information, whether it is about the company or about a product they sell, it’s always good to let them know, first, where you heard about them. Companies like to know that their advertising money has been well spent, and it’s quite possible that they keep records of such things. Secondly, let them know exactly what you are asking about.

b. Answering an enquiry - First and foremost, thank the person for their interest and let them know that you appreciate the time they have spent writing for more information. Secondly, let them know that you are enclosing any catalogues, pamphlets, etc that they have requested. Then provide any additional information that the person may have requested.

c. Sales letter - Sales letters can be touchy things. First of all, don’t start out with your sales pitch right away. Consider the person’s needs. Ask the person if they are having trouble with something that you are able to provide assistance with. Let them know that it’s a common problem and that they are not alone. Then let the person know how you are able to help them to solve their problem.

d. Placing an order - When placing an order, be sure to include all the information which is requested by the seller either on the website, or on the advertisement. Omitting vital information will delay your shipment and make the transaction difficult for everyone.

e. Making a claim - When writing a claim letter, it’s very easy to write a letter full of accusations. But something that will help your claim be taken care of quickly is to keep your temper and write exactly why you are so upset. Let the person know how long you have been dealing with their company, prior successful transactions, and how disappointed you are with their services in this instance. Then, let them know how you would like the situation rectified.

f. Adjusting a claim - When writing a letter to an angry customer’s claim, it’s important to be sympathetic and let them know that you value their business. Then let them know what you are doing to fix the situation. Thank them for their patience and understanding.

g. New account terms and conditions: When you are writing to a new customer, it’s important to thank the person first and foremost for opening an account. Then clearly outline what the terms entail. Let them know that you will be happy to answer any questions that they might have.

Signature samples: Make certain that the signature you use will fit properly with the type of letter you are sending.

a. Yours faithfully - Use this if you don’t know the person’s name.

b. Yours sincerely- Use this if the person’s name is known.

c. Best wishes

d. Best regards - Save this for close business contacts or friends

In conclusion, when writing a business letter think of how you would want to be treated if you were the recipient, and write your letter accordingly.