How to Write a Business Letter

Hey Dreamers!

I think that when you saw this post, you thought that this is the same letter as the previous one (Writing Personal Letters). Unfortunately, this is completely different in many things.

Business Letters usually produced by a Company and sent it to another or between an organization or a customers, clients, or external parties. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication.

There are many different reasons for writing a business letter. However, most business letters follow some general guidelines as described below.

1. Use block style - do not indent paragraphs. Generally speaking, personal letters are indented in English to indicate a more informal style. Indent refers to a space before the first word of the first sentence in each new paragraph.
2. Include address of the person you are writing to at the top of the letter, below your company address. For example:
   Buyers Inc.
   Alan Smith, Director
   28376 Red Ave.
   New York, NY 25009
3. After the address, double space and include date
   Buyers Inc.
   Alan Smith, Director
   28376 Red Ave.
   New York, NY 25009
   June 24, 2012
4. Double space (or as much as you need to put the body of the letter in the center) and include the salutation. Include Mr. for men or Ms. for women, unless the recipient has a title such as Dr.
   June 24, 2012
   Dear Mr. Anders:
5. State a reference reason for your letter (i.e. 'With reference to our telephone conversation...'
6. Give the reason for writing (i.e. 'I am writing to you to confirm our order...') For example:
   I enjoyed our conversation earlier today. I am writing to follow-up with a few questions about your products.
7. Make any request you may have (i.e. 'I would be grateful if you could include a brochure...') For example:
   Could we meet next week to discuss the proposal in person? I am available any time between 9 and 2 Monday through Thursday.
8. If there is to be further contact, refer to this contact (i.e. 'I look forward to meeting you at...') For example:
   I look forward to seeing you again next week.
9. Close the letter with a thank you (i.e. 'Thank you for your prompt help...')
10. Finish the letter with a salutation (i.e. 'Yours sincerely,')
11. Include 4 spaces and type your full name and title For example:
    Yours sincerely,
    Kenneth Beare
12. sign the letter between the salutation and the typed name and title
13. Do not include your address if you are using company letterhead. Company letterhead refers to paper used by the company that includes the company address.

Form of Business Letter

The following is the general format, excluding indentation used in various formats:

[SENDER'S ADDRESS]
(optional) [SENDER'S PHONE]
(optional) [THE SENDER'S E-MAIL]

[DATE]

[RECIPIENT W/O PREFIX]
[RECIPIENT'S COMPANY]
[RECIPIENT'S ADDRESS]

(Optional) Attention [DEPARTMENT/PERSON]

Dear [RECIPIENT W/ PREFIX]
[First Salutation then Subject in Business letters]

[CONTENT.]

[CONTENT.]

[COMPLIMENTARY CLOSING (Sincerely, Respectfully, Regards, etc.)]

[SENDER]
[SENDER'S TITLE]

Enclosures ([NUMBER OF ENCLOSURES]) 

Tips:

1. Keep the letter brief and to the point
2. Do not use shortened verb forms - write them out (i.e. 'don't instead of do not')
3. Always keep a copy of correspondence for future reference
4. Use company letterhead if possible to make a more professional impact.

Well? It is completely different from Personal letter. After you read this post, at least you know what is Business Letter. This could be a reference if you are going to be involved in writing Business letter sometime later. Again, if you're stuck on something about this or other topic outside Business letter, just ask. People have freedom to ask questions right? Don't be silent please. Bye~

Credits: About.Com ; Wikipedia.Com