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 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.