Writing Effective Business Letters

Writing effective business letters
will help you transact business
quickly, effectively, and courteously.

Business letters require good solid communication skills and knowledge of business letter conventions. This study guide will provide you with guidelines for writing business letters that will transact business quickly, effectively, and courteously.

When do you write a business letter?

Business letters represent you when you conduct transactions in writing. For example, you might write to request a price list, apply for a job, or inquire about a refund policy.

Although your letter should not be particularly personal in tone, it should reflect courtesy, clarity, and an understanding of your reader's needs. In business, time is valuable. Make it easy for your reader to help you by writing simply and by including only the information your reader needs.

Business letter style

Make your letters readable and direct. Choose short, accurate word choices, short sentences, and orderly paragraphs. These are easy to read, understand and remember. Use personal pronouns, active voice, and action verbs. Avoid formal and stuffy expressions (like "thanking you in advance," "as per," "be advised," or "enclosed herewith") and don't use technical terms unless you are positive your reader will understand them as you do. Don't write to impress; write to explain.

Preparing your letters

Make your letters readable by typing them on 8 by 11 inch typing paper. Check your text for clarity, completeness, and readability, and don't ever forget to proofread. Minor errors in spelling, punctuation, and grammar hurt your credibility. Make sure that your letters look neat and tidy on the page. Sloppy appearance will detract from even a well written letter.

PARTS OF A BUSINESS LETTER

4455 Turnbolt Ave
Austin, Texas 78713

September 14, 1997

RETURN ADDRESS..Always provide your address so that your reader can contact you.

DATE.. The date is useful for record-keeping.

Underwood Computers
11213 Technology Blvd
Houston, Texas 77078

Dear Mr. Underwood:

I am writing this letter to express my appreciation for the wonderful assistance we received from your staff during the past month.

Your salespersons did a terrific job in analyzing our company's needs and providing us with options which were well within our budget for the project. The equipment was shipped in a timely fashion and the installation was as easy as we were told it would be. When a few minor problems arose, your technical assistance staff were very responsive and the problems quickly resolved over the telephone.

Please thank all of the people who were instrumental in getting the project up and running on time.

Sincerely,

Joseph Goodenhour

RECIPIENT ADDRESS.. Give the reader's name and address as they appear on the envelope in which your letter is mailed.

SALUTATION or attention line.. Address the reader by name punctuated with a colon. When writing to a manager you do not know by name or to a department, use an attention line. (Example: "Attention Claims Manager.") Avoid stuffy "Dear Sir" or "Dear Madam" salutations.

INTRODUCTION.. Begin your letter with a short statement of your subject and reason for writing.

YOUR TEXT.. Explain your subject fully and clearly. Be accurate and don't waste your reader's time with unnecessary details.

CLOSING.. End your letter by saying something helpful or courteous to your reader. If you thank your reader, explain why.

COMPLIMENTARY CLOSE.. "Sincerely" is a good choice. Punctuate your close with a comma.

YOUR SIGNATURE

A TYPED COPY OF YOUR NAME

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Page author: EF
Last updated 2/99