How to Write a Business Letter
October 25, 2008
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Dear Blog Reader:
The purpose of this letter is to share business letter writing tips. Perhaps the most important point of all is to begin by stating your business clearly and concisely.
For the inside address, always use the person’s full name and precede it with Mr. or Mrs. or Ms. Always use a colon in the salutation: using a comma is like wearing blue jeans to a black tie dinner. The following tips apply to the body of a letter:
- Use bullet points to break up text.
- Avoid over use of bold text, italics, and multiple size fonts. You’re writing a letter, not a billboard.
- Keep paragraphs short.
- Write to the reading level of the recipient. If you use Google Docs, there’s a handy Tool in the Word Count option that tells you the Flesch-Kincaid Grade Level of your content. When in doubt, a 7th to 9th grade rating is pretty safe.
- Outline your letter before you begin writing. First, list out every point you think might be pertinent. Then, arrange the points in a logical order. Then, eliminate the points that aren’t necessary.
- For the closing, make sure to have a clear next step or call to action - place an order, pay a bill, agree to a meeting, accept an apology, etc. To keep your letter on track, write the close first and work backwards. If you use an outline, start with your call to action.
The specific content of a letter obviously depends on the subject matter. In general, provide enough background for the recipient to understand the issue at hand. For example, in a letter of apology, briefly recap the circumstances leading up to the error. Avoid jargon. Keep emotion out. State facts as specifically as possible. Except in rare circumstances, leave the door open for further communication. Write respectfully and with the attitude that you hope and expect to do business with the recipient for years to come.
The call to action for this letter is to ask you if there are specific types of business letters you’d like to talk about. If so, please leave a comment at the end of this post. I’ll post on your suggestions in the weeks ahead. Thank you for taking the time to read this, and I hope it helps tune up your words and start connecting.
Sincerely,
Brad Shorr
President
Word Sell, Inc.
P.S. People always read the postscript, so it’s a good spot for key information, for example thanking Cath Lawson for inspiring this post.
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Maybe you and I can introduce UK slang to Chicago. Brad...
Brad,
it’s interesting for me to read that. In school we are taught a bit of business English, and I’ve never seen a colon after the address (dear blog reader:). We were taught something like this: “Dear Sir,”. Funny, isn’t it? Maybe some English people could speak up if the colon is also usual in England?
Ulla Hennigs last blog post..The last Flowers of the Year
Ulla, I hope someone can clarify the comma issue. Here in the States, people frequently use commas, but I have always been taught that was inappropriate.
Brad Shorrs last blog post..How to Write a Business Letter
Hi Ulla, Brad
I too was surprised to see a colon - never seen one used like that before.
I’m not sure of the rule but wouldn’t use a comma either. I’d just leave it blank
Dear blog reader
Are you confused by your colons and commas?
Joanna Youngs last blog post..Thinking About Working With Me?
Joanna, Interesting! … over here it’s colons. I would have thought you would be more formal across the pond.
http://en.wikipedia.org/wiki/Business_letter
Brad Shorrs last blog post..How to Write a Business Letter
Brad, interesting. Though whether or not our language is more formal - just don’t know.
Now we need the queen of punctuation to turn up and advise us!
Joanna Youngs last blog post..How To Use Your Web Influence Wisely
I see my usage is known as “open punctuation”.
I found various web refs to the UK using commas not colons… and some refs to open punctuation. I think most of the business letters I get use the open version. After this conversation I’d say it was the easiest way to stay out of trouble!
http://en.wikipedia.org/wiki/American_and_British_English_differences#Punctuation
PS Good point about the PS
Joanna Youngs last blog post..How To Use Your Web Influence Wisely
I can confirm that over here in the UK most readers would assume you were illiterate if you used a colon after the salutation . . .
Clare Lynchs last blog post..Tautology Tuesday: “Cultural arts”
Joanna - That link is absolutely fascinating. It seems as though with our shrinking world we need a universal salutation convention!
Clare, Thank you for the advice. If I were to write a letter to someone in the UK I would use a colon without a thought. Apparently I’m learning more about letter writing from this post than readers! (Love your blog, too.)
Brad Shorrs last blog post..How to Write a Business Letter
Hi Brad - thanks for linking to my post. I wish I’d read this earlier. I just sent a letter to our local Chief Constable, complaining about the hopeless report his officers sent to my insurance company, following a theft claim. And I think I may have gone a bit overboard.
What is Google Docs? Is it similar to Word and how do you get it?
Cath Lawsons last blog post..Does Anyone Really Make Money On The Internet?
Cath, Google Docs is very similar to Word, only Web based and easier to share. http://docs.google.com/ It’s awesome.
Brad Shorrs last blog post..What Can the Stock Market Crash Teach Us about Marketing?
Brad,
Thanks for a great guide to writing effective business letters–and for showing while you were telling! As always, a wonderful presentation!
Jeanne
Hi Jeanne, Thought I’d try something different! Glad you like it.
Brad Shorrs last blog post..Thank You, Word Sell Commenters