Simple steps to an elegant business letter

In the present era of email and internet, the art of letter writing is getting lost in the huge ocean of the assisted living software net. The biggest one to lose out is the formal business letter. Though writing business letter have been thought in schools no one actually makes use of them. There is a tendency to think that the often arbitrary rules of letter writing don’t matter, as long as the recipient of your letter can figure out the message. This could throw you in bad light. Let’s look at some of the basics of business letter writing.

Basic business letter structure:

Though the rules are simple, by putting them together can create a sense of clarity. When business letter follows the principles, the recipient need not struggle to see where a part of info might be, the action that needs to be taken, who has send it etc. — All the necessary stuffs can be found in its right place.

For the complete letter, the following elements are present:

Address and date: (Top right side corner) this was important once upon a time, in case the letter comes out of the envelope. However this does not happen much nowadays. The reader can quickly spot the www.freshloc.com address and the date of the letter.

To address of receiver: (LHS, single line below the return address) this names the recipient of the letter. In online marketing local business offices, letters are often taken out from their envelopes and distributed; this greatly helps the letter to its true recipient.

Salutation: (to be kept 2 lines under the receiver’s address) the person who the letter is addressed for. Avert “Dear Sir/Madam” and particularly “To Whom it May Concern” unless utterly important. By failing to mention the direct name to the correct recipient means you don’t care who goes through it. This may prevent the letter from making way to the intended person.

Body of the business letter: The body of the business letter has 3 parts: an introduction that explains yourself and the intention of the letter, a middle part that holds the information and makes the reader to act and finally, a closing that asks the recipient the action that is expected of him.

41 thoughts on “Simple steps to an elegant business letter

  1. im writing a business letter to send to the pres. for my science, language arts class. i chose the topic to stop smoking. what would be the first sentance? and whats the correct business letter format?

  2. I am planning to send business letters to a few companies to introduce the firm I am working for, but currently have no idea how to write one, or about the format I should use. If it is possible, could you share a sample letter?

  3. For school I need to write a business letter to a real business. I don’t know who to write to. It has to be in the US and a place that will respond possibly with free samples.

    It doesn’t have to be a food place. I don’t want to write to a food place.

  4. Our robotics club has won a regional competition and needs to write a business letter to the nintendo company to support our project. I am in charge of writing and sending the letter. How would I sign the letter on behalf of the entire club?

  5. I am working on fund raising for my Eagle Project, and my friend suggested that I do a letter writing campaign. He is currently fund raising as well and he’s already made $1200 just from writing to family and friends! The question is though: what is the average percentage of positive responses. It would also be useful to know how many letters I should write to raise $1200 considering I’m asking for about $15-20 per letter. Thanks in advance!

  6. I need to write a letter of invitation for a Russian colleague who is visiting our UK office on business. In previous jobs the HR department has had a standard letter that you request but on this occasion I have to write my own. Has anyone got a template or guidelines that I can use?

  7. We are in a debate at work on how to write a settlement letter which looks best. We pay in foreign currencies quite often and aren’t sure which format to follow. Here is the debate:

    Item 123 $ 500.00 USD $450.00 KYD

    or

    Item 123 500.00 USD 450.00 KYD

    or

    Item 123 USD $500.00 KYD $450.00

    Which format looks best?

    Does it look better to use a “$” sign before the number and then denote the currency or is it ok to omit the “$” sign?
    We use business block format for our letters by the way.

  8. I am writing a letter to everyone I know to tell them that I now have my NC real estate license, and am working in RE. Please provide a good business letter format for this type of letter. It will be sent to at least 100 people, so I can not take the time to address each individual. Thanks for your help!

  9. I’m currently making a formal business letter. I got the first things to write down (Date, address, Address sending to,etc.)
    When it came to the body, What was i supposed to do?

    P.S. (Business Letter to Microsoft trying to get background research from the company)

  10. I want to know if there’s some ‘special’ format for mailing a politician, or if I just use regular business letter format?

  11. I want to know if there’s some ‘special’ format for mailing a politician, or if I just use regular business letter format?

  12. I’m in 7th grade and have to write a business letter, but what is the purpose of a business letter? I can pick anyone I want to write to, what do you suggest?

  13. I want to know if there’s some ‘special’ format for mailing a politician, or if I just use regular business letter format?

  14. I want to know if there’s some ‘special’ format for mailing a politician, or if I just use regular business letter format?

  15. I’m in 7th grade and have to write a business letter, but what is the purpose of a business letter? I can pick anyone I want to write to, what do you suggest?

  16. i need to know if some business style letters put the date in the middle after the address.
    thanks. p.s. im not writing a business letter but a letter to a government official. my instructor said the date of the letter has to be centered and written business style.

  17. For school I need to write a business letter to a real business. I don’t know who to write to. It has to be in the US and a place that will respond possibly with free samples.

    It doesn’t have to be a food place. I don’t want to write to a food place.

  18. I’m in 7th grade and have to write a business letter, but what is the purpose of a business letter? I can pick anyone I want to write to, what do you suggest?

  19. I’m in 7th grade and have to write a business letter, but what is the purpose of a business letter? I can pick anyone I want to write to, what do you suggest?

  20. My boss need me to write a business letter for explanation the price adjustment to clients??? Since we would like to increase a certain percentage of all price.
    Please help me???

  21. I’m currently making a formal business letter. I got the first things to write down (Date, address, Address sending to,etc.)
    When it came to the body, What was i supposed to do?

    P.S. (Business Letter to Microsoft trying to get background research from the company)

  22. I’m getting sued and the only proof that Plaintiff has is a business letter without any signature.

    There is a space to sign but the sender did not sign. Can the judge count this as a genuine evidence?

    Can I challenge the authenticity of the letter? If they can’t support it’s genuine, can they still submit it as an evidence?

  23. I need some help with my resume and cover letter. I want to use a professional writing service. Can anyone who has used any of these online websites tell me about your experience? I only want advice if you have used these sites. What sites should I avoid? What is the best one to use in terms of quality and customer service? A lot of sites say they have a money-back guarantee but sometimes that is not the case.

  24. I want to know if there’s some ‘special’ format for mailing a politician, or if I just use regular business letter format?

  25. We are in a debate at work on how to write a settlement letter which looks best. We pay in foreign currencies quite often and aren’t sure which format to follow. Here is the debate:

    Item 123 $ 500.00 USD $450.00 KYD

    or

    Item 123 500.00 USD 450.00 KYD

    or

    Item 123 USD $500.00 KYD $450.00

    Which format looks best?

    Does it look better to use a “$” sign before the number and then denote the currency or is it ok to omit the “$” sign?
    We use business block format for our letters by the way.

  26. I’m currently making a formal business letter. I got the first things to write down (Date, address, Address sending to,etc.)
    When it came to the body, What was i supposed to do?

    P.S. (Business Letter to Microsoft trying to get background research from the company)

  27. For school I need to write a business letter to a real business. I don’t know who to write to. It has to be in the US and a place that will respond possibly with free samples.

    It doesn’t have to be a food place. I don’t want to write to a food place.

  28. I’m currently making a formal business letter. I got the first things to write down (Date, address, Address sending to,etc.)
    When it came to the body, What was i supposed to do?

    P.S. (Business Letter to Microsoft trying to get background research from the company)

  29. We are in a debate at work on how to write a settlement letter which looks best. We pay in foreign currencies quite often and aren’t sure which format to follow. Here is the debate:

    Item 123 $ 500.00 USD $450.00 KYD

    or

    Item 123 500.00 USD 450.00 KYD

    or

    Item 123 USD $500.00 KYD $450.00

    Which format looks best?

    Does it look better to use a “$” sign before the number and then denote the currency or is it ok to omit the “$” sign?
    We use business block format for our letters by the way.

  30. I’m getting sued and the only proof that Plaintiff has is a business letter without any signature.

    There is a space to sign but the sender did not sign. Can the judge count this as a genuine evidence?

    Can I challenge the authenticity of the letter? If they can’t support it’s genuine, can they still submit it as an evidence?

  31. I’m in 7th grade and have to write a business letter, but what is the purpose of a business letter? I can pick anyone I want to write to, what do you suggest?

  32. I’m getting sued and the only proof that Plaintiff has is a business letter without any signature.

    There is a space to sign but the sender did not sign. Can the judge count this as a genuine evidence?

    Can I challenge the authenticity of the letter? If they can’t support it’s genuine, can they still submit it as an evidence?

  33. Various technological and social developments have contributed to the decline of formal letter writing. One of these is the telephone; others are text-messaging and email. Consider some other possible causes, and explain why letter writing has all but disappeared. You may also consider the effects (both positive and negative) of this development.

  34. For school I need to write a business letter to a real business. I don’t know who to write to. It has to be in the US and a place that will respond possibly with free samples.

    It doesn’t have to be a food place. I don’t want to write to a food place.

  35. I’m getting sued and the only proof that Plaintiff has is a business letter without any signature.

    There is a space to sign but the sender did not sign. Can the judge count this as a genuine evidence?

    Can I challenge the authenticity of the letter? If they can’t support it’s genuine, can they still submit it as an evidence?

  36. When you write a letter…when you write Dear Tom Wilson,….does the letter writing begin underneath the “T” in Tom or underneath the comma after Wilson,?

  37. hi everyone, i am writing a letter to a family member (never even met her) who i believe has some of my grandfathers personal belongings which his family took 30 years ago when he died am angry at her for writing an abusive letter to my mother because she had me out of wedlock, and i want to know how i should write this letter to her.

  38. I’m currently making a formal business letter. I got the first things to write down (Date, address, Address sending to,etc.)
    When it came to the body, What was i supposed to do?

    P.S. (Business Letter to Microsoft trying to get background research from the company)

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  40. My computer is running WAY low on memory, and I have been meaning to uninstall programs on it, but I’m not sure if these ones are safe to uninstall, and won’t effect any internet use, or other programs. PLEASE HELP ASAP!!!

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