Top Tips for Writing Business Letters
Subject line- use the recipient’s name, rather than Dear Sir/Madam. Always include a subject line/ heading to indicate the contents. The subject heading can be in lower case letters, bold and underlined or upper case, bold and not underlined. No ‘Re:—’!
The opening paragraph – deals with a past connection or link with the recipient. It should come to the point quickly and cover an overview of what is to follow. It should also establish a positive rapport with the reader by careful use of tone.
Margins and punctuation – the recipient’s address, the salutation and the complimentary close do not carry any punctuation. The typing is left justified (block format) The right hand margin is most often left unjustified but company policy often dictates preference.
Font size and type – the preferred font for longer electronic documents is Arial or Tahoma as these are modern with a clean-cut appearance. Times New Roman is frequently used for hard copies. Font size should be 11 point, with a 1½ line spacing throughout, except for double spacing after the recipient’s address and the subject line.
Body of the letter – the body of the letter deals with the present matter at hand. The letter is organised into paragraphs with each paragraph starting with a sub heading or a topic sentence. Paragraphs should be ordered in a logical sequence. Numbers can be used to show priority. Bullets can be used to separate points.
The last paragraph – or conclusion should summarise and point the way forward. Intentions and expectations must be specific and include dates and time frames.
Complimentary close and signature – use ‘Yours sincerely’ when you know the recipient’s name and ‘Yours faithfully’ if you do not. ‘Yours truly’ is old fashioned. Include your position in the company and telephone number if necessary. Sign legibly above your typed name.
Planning Before You Write:
- Will I achieve my aims better by using verbal or written communication?
- What type of verbal or written communication do I need?
- What content, structure and tone do I need, so that I will make sure that the person I am communicating with understands me, and does what I need him/her to do?
Use the following checklist to ensure that your message is clear, concise, correct and courteous.
1. I have applied thinking skills.
2. My message has been carefully planned.
3. The correct text format has been selected.
4. I have used language selectively, if specific to your industry.
5. My objective is clear.
6. I have analysed my reader.
7. The information included is reliable.
8. I have written in an unbiased manner.
9. Checking and editing has been done.