In a world of texting over the internet, letter writing seems to have taken the backseat. Our daily communication has been condensed to messages and emails. However, every now and then, a need for writing letters arises, especially in the business scenario. Therefore, it is important to be accustomed to writing letters if one wants to persuade their prospects with effective professional letters.
Here are a few tips to get you started with writing amazing English business letters:
Use the correct format
The first impression is the last impression. Make sure to catch your reader’s eyes and attention by formatting your letter correctly. Add your company address in the top right corner of the letterhead and the receiver’s address below it on the left-hand side.
Put the date below on the right and then start the letter.
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State the purpose
Make sure to state the purpose of your letter in the first paragraph itself, so your readers know exactly what the letter is about. For instance, if you had a phone conversation with them before, write, “as discussed on the phone call, I am sharing the information with you….”
Finalize your tone
Business letters are formal affairs. Unlike email and texting, you will have to stick to a formal style of writing. Nevertheless, you can set the tone of the letter according to its content.
If you are writing a letter of request, you could use modal verbs to make it more polite. For instance, if you are asking for something, instead of stating it like “I want to do this,” write “may I do this?”.
If you are giving bad news, you should remember to be polite and understanding in your tone. You can use expressions like “I regret to inform you, I am afraid that, or unfortunately” to let them know about the bad news.
Letters where you are filing a complaint need to be polite too. State what’s troubling you, and don’t let emotions override your writing. For instance, if you were a victim of late delivery that affected your project, write something like, “the delivery was a week late that caused us to stay behind schedule.” While you might be feeling angry and frustrated, it is best not to translate those feelings into business letters. Well, If you are having the intricacies of writing a great business letter, you may improve through an English speaking course.
Concluding the letter
In the last paragraph, you can write something like, “Please get in touch if you have any questions.” If you are enclosing any document, make sure to mention that.
Closing the letter
How you close your letter depends on your relationship with the receiver. When you don’t know the name of the person you are writing to, use Yours faithfully.” “Yours sincerely” is used for people whose names you do know.
You can also use “Best regards” or “Kind regards” if you want to keep it a bit informal. Add your signature after closing and type your name and position below it.
Check for errors
Once you have completed your letter, go through it several times to make sure you have not made any mistakes. Check your grammar, spelling, and punctuation, and make sure your letter sticks to the purpose of why you were writing in the first place.
