Selecting the most suitable business letter format for the particular issue that you’re addressing is the most important step if you need to create a successful business letter that’s going to have some impact. A select few have that special talent that’s required for writing & struggle with a business letter format, those that do have it are very fortunate indeed. The rest of us just have to plod along struggling with word. Business writing is far less complex than writing sales letters for example where a certain type of talent is required. Although these writing styles do not come naturally for many, you can most definitely learn them both. By adhering to a set formula for all business communication you will quickly learn how to create a masterpiece. The Three Basic Styles Are: – The block format – The modified block format – The indented or semi-block format The Block Format Style. For many, the block format is the most professional looking style and it’s also easy to work with use and it looks more professional than the others. This style has everything justifies to the left. If you’re able to choose the style of a business letter format, I suggest this one is the best all round.
The Modified Block Style
If you’re in the situation where you’re typing letters for others, some may want you to use this style. Primarily it’s the same as block format style; however the return address, date and the closing text commence in the middle of the page.
The Semi-Block Style
Many of us prefer the use of use indents, this style may be due to the importance placed on using them when being taught about writing paragraphs. Before the world was blessed with word processing programs, this old format was the standard. It’s much the same as modified block style, is the return address, the date and closing commence in the middle of the page, only but every paragraph is indented. This style is now very much outdated if you want my opinion and, it looks quite amateurish. Remember, if you do have a dinosaur for a manager; keep it under your hat. My Personal Advice… Refer to the KISS method… Keep It Simple Stupid. If I had it all my way, the block style is by far THE best business letter format around. There will be far less mistakes made; it’s a more efficient style to use and all pieces of communication that leave the office will certainly look the part. If you do not have the authority to select a letter format style then you’ll simply have to go with the flow and bite your tongue.
Deal..?
Just do as instructed & try and keep all of the business correspondence from your office looking neat & professional at all times. When you do finally decide which business letter format is going to be the acceptable standard, save a template on your desktop. This way, you won’t have to revisit it each time someone wants a business letter typed. One of The issues of writing professional letters with literally evaporates!
Top Secret Business Letter Formats Every Businessman Should Know
Formats And Fonts For Business Letters
Writing for any business purposes? Usually, business letter are more common in negotiating or addressing someone formally and talk about some important business issues or professional concerns.
Even though any offices practice this kind of letter writing, every student must learn how to write one. That is why every school nowadays taught their students on how to write a business letter effectively and correctly.
But it is not too late for those writers who wanted to learn more on business writing even if they are no longer school learners. Besides, not all writers are experienced enough to write a business letter and not all are equipped enough to do so.
Business letter writing, as we all know, is more about formality and is written in a professional tone. However, we should also consider about what are the fonts and correct formats that we should strictly follow in any business writing.
Just come to think of it, you are going to write a business letter and you are using a font size that is extremely small or extremely big. You might even use an inappropriate font for your text. Ever imagine how your recipient will react with your letter? They might even dump your letter at their first glance.
Then how are they going to read your message? That is why choosing the correct and proper fonts and formats in writing a business letter is very important and a writer must always take note of it.
Want your business letters to be taken seriously? Do it on your end first. If you’re serious about it, there’s a good chance those receiving your letters will reciprocate.
Apart from carefully writing your letters and using good grammar software for correctness, it’s a good idea to follow standard business formats and fonts to keep it as professional as possible. If you’re not familiar with standard business layouts, the following should serve as a good guide to follow.
Formats
Different organizations will use their own preferred formats. The following are the most common ones employed.
Block Format. In this format, the whole letter is left-justified, with single space lines. Use a double space only between paragraphs.
Modified Block Format
Like the block format, text is left-justified and single-spaced. Letter date and closing, however, are set in the center.
Semi-Block Format
This one is presented in much the same way as the modified block, except the paragraphs are indented, instead of left-justified.
Fonts
For fonts, the most important thing is readability. Using one of the common types (Times New Roman, Arial, and Tahoma) with a size of 11 or 12 is usually enough. If it’s a conservative company you’re writing to, stick to Times New Roman.
With these guides in selecting the correct and proper way of using fonts and formats, your business letter will look presentable in the eyes of your recipients. Since businessmen and other professionals are very busy with their activities, just be sure that your business letter will catch their attention and they will be able to read it in no time.
9 Tips For Writing Better Business Letters
That might explain why so many people come to my writing help Web sites looking for help with their business letter writing. Just as businesses need to be focused and efficient to thrive and succeed, so too does the primary tool of most businesses – the business letter.
Following are a number of tips and guidelines that I have compiled while reading and writing many hundreds of business letters over the past 25+ years.
1. Limit Them to One Page
By definition, business letters should be short and to the point, preferably one page in length. Studies have found that busy business people do not like to read beyond the first page, and will actually delay reading longer letters. So, if you don’t want your letter to gather dust in an in-basket, keep it as short as possible.
2. Be Reader-Friendly
Always try to focus on the needs of the reader and make an effort to see things from their perspective. Put yourself in their position and imagine what it would be like for you to be receiving your letter. Anyone can do this, since we are all “customers” of some other business in some part of our lives.
3. Keep the Tone Formal and Factual
Generally speaking, the tone and content of business letters should be formal and factual. Feelings and emotions do not have a place in business letters. So, avoid phrases like “we feel” and use “we believe” or “we think” instead. A cordial, friendly approach is fine. Just keep it businesslike, but avoid overly formal terms like “heretofore”, “as per”, “herewith”, etc.
4. Carefully Plan Your Letter
Before writing the letter, take a few minutes to list all of the specific points you need to cover. Sometimes it may even mean a phone call to the recipient or his/her company to confirm a specific point. Remember, the purpose of the letter is to tie up all of the details on the subject at hand, so that more letters won’t have to be written back and forth.
5. Make It Clear, Concise and Logical
Use a clear and direct writing style that uses simple words and straightforward phrases. Make sure that your flow follows a logical progression, first identifying the main subject, elaborating on it, and then drawing the logical conclusion.
6. Accuracy and Timeliness Are Key
By their very nature, business letters need to be accurate and timely. They almost always have financial implications and related impacts on other businesses and/or people. Double-check all of the facts stated in the letter, and make sure that any future dates specified give others enough time to realistically complete what is expected of them.
7. Relegate Technical Details to Attachments
Often it is necessary to include detailed technical information as part of a business letter package. In such cases, use the main letter as a cover letter that lists and briefly explains and references the attached (or enclosed) documents.
8. Use Non-Discriminatory Language
Make sure that you avoid language that is specific to gender, race, or religion in all business letters, either to other businesses, or to customers. For example, use “workforce” instead of “manpower”, or “chairperson” rather than “chairman”. Most style guides contain detailed lists of the offensive terms and some suggested substitutes.
9. Eliminate Redundant Words and Phrases
There are certain words and phrases that one often sees in business correspondence that tend to make the language more complicated and cumbersome than necessary. For example, instead of the phrase “in spite of the fact that” use “although”, or instead of “in the normal course of events” use “normally”. There are many such redundant phrases, so review your letter and eliminate them.
If you are running any type of business in which business letters are important communication tools, you would do well to take careful heed of the above tips and advice. Remember, the business correspondence that you issue is a direct reflection of the overall products and/or services offered by your business. Poorly-written, amateurish, and/or shoddy business letters will surely result in lost sales.