Use the active voice. When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point.7 For example:Passive: The sunglasses are not designed or manufactured with attention to their durability.
Classification of Business Letter
Active: Your company designs and manufactures sunglasses without attention to their durability.
Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as “you know,” “I mean,” or “wanna.” Keep the tone businesslike, but be friendly and helpful.
If you know the recipient well, it’s fine to include a friendly line sending good wishes.
Use your judgement when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke.
Helpful Facts of Business Letter:
Be courteous. Even if you are writing Official Business Letter with a complaint or concern, you can be courteous. Consider the recipient’s position and offer to do whatever you can, within reason, to be accommodating and helpful.
For example, a discourteous complaint might read: “I think your sunglasses suck and I am never buying them again.” A courteous complaint might read: “I am disappointed with the construction of your sunglasses, and I plan to take my business elsewhere in the future.
Formation of Business Letter
Use “second page” letterhead for additional pages. Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Use “second page” letterhead, which usually has an abbreviated address and is made of the same type of paper as the first page letterhead
Include the page number on the second and subsequent pages, at the top of the page. You may also want to include the recipient’s name and the date.
Starting & Closing Rules for Business Letter
Choose a closing. The closing of Business letter Format like the salutation, is an indicator of respect and formality. “Yours sincerely” or “Sincerely” is generally a safe bet; also consider “Cordially,” “Respectfully,” “Regards” and “Yours Truly.” Slightly less formal but still professional closings include “All the best,” “Best wishes,” “Warm regards,” and “Thank you.” Use a comma after your closing.
ign the letter. Leave about four lines empty for your signature. Sign the letter after you’ve printed it, or, if you’re sending it via email, scan an image of your signature and affix it to this part of the letter. Blue or black ink is preferred.
• If you are signing the letter on someone’s behalf, write “pp:” before your signature.
Add the typist’s initials. If someone other than the writer typed up the letter, you should add this person’s initials below the signature block. Sometimes, the letter writer’s initials are also included. Then it is clear who worked on this letter.
Make note of enclosures. If you’ve enclosed additional documents for the recipient to review, note this a few lines beneath your contact info by noting the number and type of documents.
Editing in Business Letter
Add additional recipients’ names. If you are sending a copy of the letter to another person, you should include this on the letter. This is noted by typing “cc:” below the “Enclosures” line, which stands for “courtesy copy”, along with the person’s name and title
Edit the letter. Presentation is a key element of being professional. Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors. Run spell check on your word processor, but also give the letter a thorough read before you send it.
Ask yourself whether the letter is clear and concise. Are any paragraphs more than three or four sentences long? If so, determine whether you can eliminate unnecessary statements.
If the letter is extremely important, you might want to have a friend or colleague look it over. Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed.