Writing A Business Letter

Formatting of Business Letter:
The way a business letter looks immediately gives the reader their first impression even before they read it. The quality of the paper, letterhead design, the margins, spacing and more all have something to say about the organization. A weakness in any of these elements can detract from the effectiveness of the message, even though it is expertly written.

Choose the following carefully:
The Paper There are different kinds of paper. I recommend using the 20lb for normal use and 32lb for important letters like resume cover letters and thank you letters.
Color White is the standard and should usually be used. Light tints (grey, blue, green, etc) are also becoming popular. Do not use any strong colour unless you know it is acceptable to the reader.
Size To me only the Letter or A4 are the only acceptable sizes. There are other sizes but I don’t recommend it unless you are in the creative field.
Layout In a business letter format, there are many layouts; the three most popular are the semi-blocked, blocked and full-blocked. Whatever layout you wish to use, it doesn’t really matter. As for me, I prefer the full-blocked simply because it is easier to type on the computer.

Margins Left and Right 1 Inch
Top and Bottom 1 ½ Inch

Spacing Most letters are single spaced. Use double space for short letters. Leave one blank line between paragraphs, 2 Blank lines before the complementary close (i.e. Sincerely) and 3 to 4 lines for the signature.
Salutation Always use the name of the individual if you know it.
Dear Name: (personal friend or close business associate)
Dear Mrs. Rider:
Dear Miss Spears:
Dear Ms. Tyler: (use Ms. If you don’t know the marital status or the preference)
Dear Mr. So and So:
Dear Dr. So and So:
Dear Sir So and So:
If you don’t know the name of the individual, address it to the individual’s title in the company and then use dear Sir or Madam: Here is an example:

Head of Human Resource
ABC Company
123 Sesame Street

Dear Sir or Madam:

But please only use this if you really cannot find out the name of the person. Most companies will tell you who the person is. All it takes is a phone call.
If you are addressing to an organization and not an individual, then use the following:
Ladies and Gentlemen:
And if you want to highlight the letter to an individual(s) in the organization, use the attention line as follows:
Attention: Miss J. Fonda, CEO and Mr. M. Jackson, CFO
Ladies and Gentlemen:

Complimentary close For a normal business letter format, I prefer to use Regards, Sincerely, and Sincerely yours. Other acceptable formal business letter close includes Cordially, Cordially yours, Very sincerely yours, Very cordially yours, Yours very truly, Very truly yours and if the person is of high stature, Respectfully yours.
Subject Line Sometimes to speed up the handling of your mail, it may be wise to use a subject line.

Dear Mr. M. Balram:
Subject: Order No. 456-9A6
Signature Do use a title (Mr., Miss, Ms) to indicate your preference and you gender and give you First and Last Name.
Example:

Sincerely

Signature
[Name of XYZ]

Scripting of a Business letter: Writing an effective business letter is an important skill for every manager and business owner. In this brief overview we will examine the five main steps in creating an effective business letter. With this knowledge you can quickly amend and personalize business letters.
Few Main Steps are mentioned below:

• Identify your aims
• Establish the facts
• Know the recipient of the letter
• Create sample Copy
• Decide the Physical layout of letter.



Identify your Aims:
Clearly establish what you want to achieve from the letter- whether it is to win back a dissatisfied customer or to reprimand an employee. Whatever the aim, create your letter from these goals.

Establish the facts:
Make sure you have the relevant accurate facts available. For a late payer, this might include relevant invoices, complaint forms, talks with your sales department and any previous correspondence from the customer.

Know the recipient of the letter:
Write in the language of your recipient. Try to put yourself in the position of the recipient. Read it from his point of view. Is the letter clear or open to misinterpretation.
If you know the recipient, use this knowledge to phrase the letter to generate your desired response.

Create a sample Copy:
Having established your aims, amassed the relevant facts with a conscious view of the recipient- write down the main points of your letter.
Decide on Physical layout of letter.

The physical appearance of a letter consists of the paper and the envelope.
The first thing a recipient sees is the envelope. It is essential that it is of suitable quality with the name and address spelt correctly. Quality envelopes and paper suggest a professional company.

It is wise to make sure the envelope matches the size of the paper. While you will use 81/2 x 11 inches(A4 size) sized paper for the majority of letters - a 4 x 6 inches(A5) can be used for specific shorter letters. But insist that correctly sized envelopes are used for this A5 size paper, allowing you maintain and convey an coordinated image.

Technical layout of letter:
The following elements will constitute the formal outlay.
• Letterhead
• Name and address
• Date
• Reference
• Salutation
• Subject matter
• Communication
• Signature
• Enclosures

Letterhead:
This will include your company's name, address, telephone number, fax number and email address. Include your web address if available. Other information may be required depending on the legal status of your business formation. Contact your legal adviser for exact details.

Name and address:
Always include the recipient's name, address and postal code. Add job title if appropriate. Double check that you have the correct spelling of the recipient 's name:
Date:
Always date your letters. Never abbreviate January to Jan. 31.

Reference:
These are optional. They are a good idea if you have a large volume of correspondence. These days modern word processors made this an easy task to complete and maintain.

Salutations:
The type of salutation depends on your relationship with the recipient. Always try to personalize the letter thus avoiding the dear sir/madam situation.

Subject matter:
Again this is optional, but its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Re: It should be placed one line below the greeting.

Communication:
This will contain a number of paragraphs, each paragraph dealing with one point and one point only.

Signature:
The signature should be clear and legible-showing you are interested in the letter and consequently the recipient. Your signature should also be followed underneath by a typed version of your name and your job title.

Enclosures:
If you include other material in the letter, put 'Enclosure', 'Enc', or ' Encs ', as appropriate, two lines below the last entry.

A letter's style:
Previously we created the main points of our letter, now we must transform this into a final version. To do this, four main considerations are necessary.
• Format
• Prose
• Manner
• Accuracy

Format:
There are three main formats: blocked, semi-blocked and indented.
The former has all entries tight against the left -hand margin. The semi-blocked format sets the references and the date to the right margin for filing and retrieval purposes, with the remaining entries placed against the left margin.
The indented format follows the same layout as either of the above, but indents each paragraph by five or six spaces.
Prose:
Clarity of communication is the primary goal. Don't use technical jargon if the recipient is unlikely to understand it. Short sentences are less likely to be misunderstood or misinterpreted. Be precise, don't ramble. Check each sentence to see if it is relevant. Does it add to the point?
Manner:
Always try to personalize your letters. Always try to be civil and friendly even if the subject matter is stern and sensitive. Give the impression to the recipient that some effort and thought has gone into the letter.
Accuracy:
Once the final version of the letter has been created, polish it off with a final spelling and punctuation check.
Following the above mentioned guideline a good business letter can be crafted and using some punch words can make the letter effective bur remember those words can varies letter to letter, industry to industy and situation to situation.