A business letter is a document which is sent from one company to another, in order to communicate important facts, updates or business milestones. The relationship between the companies or parties involved decides the style of the letter. Contents in business letters vary. They may be written to request information from another party, to order supplies or to simply reply, request or convey greetings.
While the internet has more than a few thousand samples of business letter formats, it is best for the user to exercise discretion and knowledge of which format to use, depending on the nature of the business and the client. A well written business letter is usually one which
- Is brief.
- Is to the point. It proposes the main point without redundant phrases and seeks follow up action.
- Must be polite.
- It’s written in formal language.
- Must be devoid of errors.
While these are some of the characteristics of an everyday business letter, professionally written business letters must be defined by qualities like
- Brevity: use words prudently, assuming that the recipient only has a minute to go through it.
- Sections: the introduction, body and closing of a business letter must be clearly defined.
- Contact information: the sender’s job title, company address and phone number must be included.
- Positive content: positive phraseology is more likely to get a job done. Letters written in the active voice find more appreciation and are more productive.
There are business letter templates that display the above characteristics. However the last word in selecting the one that suits the occasion best is decided upon by the business owner.