Five rules on how to write a business letter

Business letters are used by companies or two people to communicate in a formal way. It is different from the personal letter because it must follow certain rules. These letters usually need to persuade or inform the recipients. There are rules on how to write a business letter.

1. The first rule is to analyze why you want to write a business letter. Know your purpose or intent before you start because there are many types of business letters. Some types include acknowledgment letter, business proposal letter, and inquiry letter.

2. The second rule is to put the date in the upper left corner. The date is important because it is often used as the basis for subsequent response letters. Then under the date you must put the name of the recipient. It should also include the person’s job designation, as well as the full company name and address.

3. The third rule is to include a proper greeting. Usually it’s “Dear,” then the recipient’s name follows. It’s also ideal to address the recipient as Mrs. or Mr. If you don’t know the recipient’s name, simply use Mr. or Mrs.

4. The fourth rule is to write the body of the letter concisely. The recipient should be able to understand your letter and know your point after reading it. We do not indent the first sentence of the body. Be sure to make your intentions clear in the body. The main purpose must be understandable to the reader. Use company letterhead and double space for formality. You should also remember to choose a font that can be easily read.

5. The fifth rule is to choose the right closure. The commonly used closing is “Sincerely” followed by a comma. Then put your name right below. You can also include your job designation. The last and important thing to do is to add your signature when you have already printed the letter. Another smart thing you can do is edit your business letter. You should review your letter for spelling and grammatical errors. It is important to check if you have written the company and the name of the recipient correctly.