How To Write A Business Letter

Little Things Can Sink Your Ship

A business letter doesn’t allow for chatty meanderings and “conversational” isn’t a license to get sloppy. Your letter must rest on a solid foundation of little things. You’ve got to get the address right for one thing, and always check the person’s title and spelling of their last name. Sending a letter without doing either shows a definite lack of respect. Check your spelling and grammar. You can get more information on editing by reading Writing and Editing.

Keep The Salutation Formal

Never assume that a chatty “Hi, Bob” greeting is acceptable, especially if you’re writing to is someone you don’t know. Use the proper forms of address when you write a business letter. The exception to the rule is when you aren’t sure of the recipient’s gender. When possible, a quick call to a secretary can help. But if this isn’t possible, eliminate gender references. Names that can trip you up are Terry, Reggie, Bobby, Sandy, Andy and others that can be used for either sex. If you don’t know, don’t guess.

A better alternative is to use the person’s entire name as a salutation. “Dear Bobby Smith” or “Dear Jessica Tandy” work well, and avoids the gender trap. Sometimes even when names are spelled to suggest a gender, they aren’t the right one. Using this technique avoids the trap and makes the recipient happy.

To RE Or Not To RE

Referencing a subject when you write a business letter can be done is a couple of ways. One way is to use the form “RE,” such as “RE: Purchasing account #111 1111 111 statement error.” This quickly highlights the subject and allows you to get right to it.

Without this, your letter’s opening sentence must indicate what the letter is all about.

“I’m writing to you about an error in my Purchasing account (#111 1111 111) that I noted on my last statement.”

How to Write a Business Letter Inflation Tips

The golden rule of how to write a business letter is be concise. Meandering letters find round files faster, ending their short runs unread.

Hi, Bob:

It was good to see you at the last meeting of the Business Boxers Club where we spoke about Harry’s new boat. I especially liked the joke you told about Thor’s girdle. Who would have ever thought that a thunder god would have a weight problem? It was good to see such a good turnout for the affair which I never expected since this was my first time….

By the way, the reason I’m dashing off this quick note it to follow up on your suggestion to contact you about our new line of WhamJet connectors that can increase the efficiency of your online PC connections…

In this case the meeting referenced was the first time the writer had met Bob. Of course, Bob may not remember meeting the writer, but he may recall his thunder god joke if it’s part of his ice breaker arsenal. He probably won’t even get to the subject of the letter, because it takes far too long to get to the point, and neglected to include Bob’s title or last name, the writer assuming that his stellar impression upon Bob would carry over to any communication he could devise. It didn’t.

A better way is to write:

Robert Hatchet

Vice President Systems Integrity

PowerCo International

143 56th Avenue

Zone City, CA 95555

Dear Mr. Hatchet:

I’ve checked into our WhamJet connector product as a solution to your online connectivity efficiency problem we discussed at the Business Boxers Club meeting on July 3rd. Enclosed are specs and product info for review as you requested.

Now Bob can remember the writer and what was discussed because the subject was referenced immediately and the letter written included a formal title, a sign of respect. Future letters may begin with “Dear Bob,” but only if Bob allows it.

Another method would have been to write:

RE: WhamJet connector specs and product information per your request

Be Specific When You Write A Business Letter

If you need Bob is do something, say so. Don’t be vague, as in:

I’m hoping that you will like what you see and I’ll hear from you soon. Perhaps we can get together soon and discuss your needs.

Instead, say this:

You mentioned that you need to make a decision about online connectivity issues by the end of the month. Perhaps we could meet for lunch next Wednesday the 21st at one? We can talk more about WhamJet applications and I can answer any questions you have. I’ll call first thing on Monday to confirm.

Say What You Mean And Mean What You Say

Nothing is a bigger turnoff than reading a business letter full of insincere courtesy or a shift in blame:

I sincerely regret any inconvenience our losing your reservation may have caused you for your 50th class reunion.

We’re hoping that a 12% surcharge on your last order will not off put you to choosing products from our firm in the future.

Due to circumstances beyond our control…

We expect payment by the end of the month or we will be forced to take action.

Cordially yours,

ABC Collections

Instead, make it personal:

I can’t begin to imagine the distress you must have felt when you heard we lost your reservation for your 50th class reunion.

I know that a 12% surcharge seems high. Let me explain why this occurred. After, if you feel you need to cancel your order, I would understand.

I’m sorry, but your order may be delayed for 90 days. Hurricane Dennis destroyed our warehouse’s loading dock in Florida, and we’re working as quickly as we can to repair it and check for damage to warehouse contents. I ask that you please be patient.

Kill Your Form Letters

“We regret to inform you that…” is a form letter opening that’s sure to make anyone groan. Form letters are insincere at best. Instead, when you consider how to write a business letter, write so the reader feels they were in communications by a human, not pumped out from a computer.

• Tone

Cold and distant seems to be the favored business response. Don’t emulate it. Try and imagine that you’re talking to a person face-to-face. Would you begin your conversation with the same opening? Have consideration. Put yourself in their shoes. If you must be told “No,” how would you like to be told? Take the time to explain why, but not too formal or casual. Both of these are insulting.

• Guard your thoughts

No matter how stupid you think a person is, don’t condescend or in any way communicate your superiority. Be careful that your opinion doesn’t leak into the letter.

• Keep you anger in check.

If you shoot from the hip, the result will be disastrous. Set the letter aside before you send it out. Better still, sleep on it. Anger dissipates with time. A business letter filled with invective does not.

End When It’s Done

When you’re done, sign off. Write your letters using this format: Greetings, acknowledgement of the problem, need or request, a call to action of what you will do or need the reader to do, and sign off. When it’s done, just like this article, end it. Like so.