Learn about the best business letter format and tips for striking the right tone and To write an effective business letter that will make a good . Rather than crafting a business letter from scratch, you could use a template.
If your job involves business correspondence, then you certainly write request letters, occasionally or on a regular basis. This could be a job request, promotion or meeting requests, request for information or referral, favor letter or character reference. Such letters are difficult to write and even more difficult to write in such a way that encourages recipients to respond willingly and enthusiastically.
As to request for money letters, all sorts of sponsorship, donation, or fundraising requests, you would agree that it often requires a miracle to get a response : ) Of course, I cannot guarantee that our tips and letter samples you will do the miracle, but they will definitely save you some time and make your writing job less painful.
Time-saving tip! If you are communicating by email, then you can save even more time by adding all these sample business letters directly to your Outlook. And then you will be able to insert any sample into the message you are composing or replying to with a mouse click!
All it takes is the Outlook Template Phrases plug-in that you can see in the screenshot on the right. Once you have it installed, you won't have to type the same phrases over and over again.
Just double click the template on the plug-in's pane and find the text inserted in the message body in a moment. All your formatting, hyperlinks, images and signatures will be in place!
Don't hesitate to check it out right now; a fully-functional 15-day evaluation version is available for download.
Well, back to writing business letters, further on in the article you will find:
A business letter is a formal way of communication and that is why it requires a special format. You may not care of the letter format too much if you are sending an e-mail, but if you are writing a traditional paper business letter, the below recommendations may prove helpful. It is considered a good practice to print out a business letter on standard 8.5" x 11" (215.9 mm x 279.4 mm) white paper.
You needn't write the sender's name or title, as it is included in the letter's closing. Type only the street address, city, and zip code and optionally, phone number and email address.
If you are writing on stationery with a letterhead, then skip this.
The standard is 2 lines below the previous item you typed, one to six lines are acceptable.
If you do not know the recipient's name or are not sure how to spell it, use one of the following salutations:
The closing is typically typed at the same vertical point as the date and one line after the last body paragraph. Capitalize the first word only and leave three or four lines between the closing and the signature block. If the salutation is followed by a colon, add a comma after the closing; otherwise, no punctuation after the closing is required.
Below you can see a properly formatted sample donation letter. It's always easier to understand from examples, isn't it?
Below you will find 10 strategies to write your request letters in such a way that they convince your reader to respond or act.
Here's a very poor example of a cover letter:
"In every regard, my qualifications appear to be consistent with the desires expressed by your advertisement and based on the voice of your company's blogs, I really think that I was meant to be a [Position] in your company."
And this is a good one:
"I have good skills and experience in [Your area of expertise] and I would be most grateful if you consider me for any suitable position."
Remember, if your request letter looks easy to read, it has a better chance to be read!
And finally, if you've got a response to your request letter or the desired action is taken, don't forget to thank the person. Here you can find sample thank you letters for all occasions.
Below you will find a few examples of request letters for different occasions.
Dear Mr. Brown:
I hope you are doing well. I have warm memories of your remarkable leadership and support for teachers during my employment at XYZ High School.
Presently, I am applying to XYZ school district and am required to submit three letters of recommendation. I am writing to ask if you would write a letter of recommendation on my behalf.
I would like to provide you with some background information that may assist you, should you decide to write this letter <your background information>.
Attached, you will find a copy of my most recent résumé. Please feel free to contact me if you need any additional information. I look forward to hearing from you, and I thank you in advance for your time.
Thank you for submitting your resume in response to the <position> we advertised. In addition to your resume, we also need three references and a list of past employers for the past three years, along with their phone numbers.
Our policy is to thoroughly review the background of each candidate in order to select the most suitable person for this job.
Thank you for your assistance. We are looking forward to hearing from you.
<Applicant> has applied with our company for a position in our <department>. He / she has given your name as a character reference. Would you be kind enough to provide us with your written evaluation of this person.
Please rest assured that your response will be treated with confidentiality. Thank you in advance.
I am sending this to you as a fellow member of our community. I'm sure that you value living in such a quiet and peaceful neighborhood, just like I do.
You know, sometimes in order to keep one's community quiet and peaceful one has to take action. As you may know, our local Community Committee has been meeting over the past two months to try to find ways to reduce the break-in rate in our area. Last week they released their recommendations on how best to combat that problem.
Their primary recommendation calls for increased police and security patrols to supplement the local Neighborhood Watch program. Unfortunately, the needed amount is not included in this year's municipal budget allocation.
Therefore, as a concerned member of this community I have decided that my business will donate $ for every $ raised in the community to cover the additional security costs. I urge you to join me today in supporting this worthy cause for our common good.
To make your donation today you can drop in to either one of our two stores and deposit your donation in the boxes provided near the front cashes. If you can't make it to the store, please send a check or money order, made out to "XYZ" and mail it to the address listed above.
Thank you in advance.
I am writing you to ask you for a favor that I hope you could do for me.
In less than three months I will be taking the <Examination>, with the hope to enter the <University or College>, where they have the best graduate school program for the course that I am interested in.
The school places an extremely high emphasis on a student's success in the exam, which is why I feel extremely pressured to get an above average score on the Graduate Record Examination.
Because you recently graduated with a degree in <science>, you are naturally the first person I thought of when considering who I could approach to assist me. I am not asking for too much time, I would really appreciate any pointers you could give me and a few lessons on the <sections>, which I feel are my weakest points.
I hope that you will give me a positive response. Thank you in advance.
On <date> I placed an order for the <product>, received it on <date>. I have discovered that the purchased product has the following problem: <add details>
Since the product you delivered is not of satisfactory quality <is not fit for the purpose>, I am entitled to have it <repaired / replaced> and I would request that you confirm that you will do this within the next seven days. I also require you to confirm whether you will arrange for the <item> to be collected or will reimburse me for the cost of returning it.
I look forward to receiving your satisfactory proposals for settlement of my claim within seven days of the date of this letter.
And this is all for today. Hopefully, this information will help you compose properly formatted business letter in general and persuasive request letters in particular, and always get the desired response. Thank you for reading!
When formatting your next business letter, you should pay close attention to readability. Select clean, simple fonts and include all necessary information for your.
Business letters are typically used for procuring new business opportunities and promotional activities. They are utilized for explaining any products that are newly launched to the concerned organizations to seek business from them. One can make use of these business letters to explain the company’s various Closing Business Letter activities and product or project achievements to the concerned persons or organizations and clinch the deal. They are also used for securing joint venture business by explaining about the proposed project in-depth and various advantages of executing it. Some of the business letters are used by the aspirants to present their applications for the business related vacancies that exist in an organization.
This business letter format example written by an executive of the business organization to a prospect seeking feedback from him about the organization and expecting a business proposal from him based on the marketing CDs that were sent to him. The prospect met the executive earlier in a promotional stall.
This sample standard business letter format in word document explains to the manager of an information technology organization about the launching of new product and seeks business relationship. The letter says that the new product is unique and has no competitors. It requests the manager to go through the catalogue and the features of the product.
This sample standard business proposal letter format is about an applicant’s application for the vacancy of sales manager for a service organization. The applicant explains in-depth about his experience and expertise that he achieved from working in various organizations. The applicant also explains the objective of the applicant and expects to get response from the organization.
This business letter is written by a construction company about seeking business joint venture proposal for the project of construction of a dam with another prominent construction. The letter explains the recent acquisitions it had made and explains its various achievements in the construction sector and encloses the dam project details as well.
These business letters formats help to write excellent business proposals either to close new business deals or to explain the Personal Business Letter methodologies to the prospects for securing business proposals. They help to make the top brass of the company to understand the various projects that are executed and explain the benefits of the new projects to secure joint venture deal. They help to send catalogs, compact disks and other important and detailed information about a product or project to the organizations which help them to review carefully and give go ahead. For job seekers these sample letters help to write a perfect application to secure a suitable position.
During business interaction with prospects either at conferences or at promotional stalls sometimes it may not be possible to explain the details about the company and its business activities. In order to keep in touch with them and to get a good deal these business letters can be easily utilized by making simple changes. To communicate various organizations about a new concept in product that has no competitors, through these business letters one can explain and can send the demo CDs. Experienced sales managers who have good exposure and expertise can make use of these sample business letters and apply to the positions in reputed concerns to fetch a job.
These standard business letters are ready to use formats for all their business proposals and business promotional purposes. One need not spend any price to get the Business Letter Format written and these samples and formats can be perfectly utilized by just downloading them. One can make appropriate changes and use them instantly. They come with ideal letter fonts and font sizes and they are aligned properly. They come with predefined universal business letter format and one can rest assured about their perfection with regard to letter format. They also come with samples to show appreciation about services performed by construction organization.
The above samples and formats of some of the standard business letters should help one to gain knowledge about how to address the needs of business promotional activities with perfection. They are perfectly designed and they are free to download. One can make great use of them by making least changes.
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In this section, you will find many instructional materials we’ve developed for our Writing Center teaching.
However, there are limitations to these materials. Assignments vary, and different instructors want different things from student writers. Therefore, the advice here may or may not apply to your writing situation.
Finally, handouts can give only a fraction of the customized guidance that an individual conference with a Writing Center instructor can provide. If you have questions about the information in our handouts, please make an appointment to see a Writing Center instructor.
5 Hill Street
Madison, Wisconsin 53700
March 15, 2005
Ms. Helen Jones
Jones, Jones & Jones
123 International Lane
Boston, Massachusetts 01234
Dear Ms. Jones:
Ah, business letter format-there are block formats, and indented formats, and modified block formats . . . and who knows what others. To simplify matters, we’re demonstrating the block format on this page, one of the two most common formats. For authoritative advice about all the variations, we highly recommend The Gregg Reference Manual, 9th ed. (New York: McGraw-Hill, 2001), a great reference tool for workplace communications. There seems to be no consensus about such fine points as whether to skip a line after your return address and before the date: some guidelines suggest that you do; others do not. Let’s hope that your business letter succeeds no matter which choice you make!
When you use the block form to write a business letter, all the information is typed flush left, with one-inch margins all around. First provide your own address, then skip a line and provide the date, then skip one more line and provide the inside address of the party to whom the letter is addressed. If you are using letterhead that already provides your address, do not retype that information; just begin with the date. For formal letters, avoid abbreviations where possible.
Skip another line before the salutation, which should be followed by a colon. Then write the body of your letter as illustrated here, with no indentation at the beginnings of paragraphs. Skip lines between paragraphs.
After writing the body of the letter, type the closing, followed by a comma, leave 3 blank lines, then type your name and title (if applicable), all flush left. Sign the letter in the blank space above your typed name. Now doesn’t that look professional?
5 Hill Street
Madison, Wisconsin 53700
15 March 2005
Ms. Helen Jones
Jones, Jones & Jones
123 International Lane
Boston, Massachusetts 01234
Dear Ms. Jones:
Ah, business letter format–there are block formats, and
indented formats, and modified block formats . . . and who
knows what others. To simplify matters, we’re demonstrating
the indented format on this page, one of the two most common
formats. For authoritative advice about all the variations,
we highly recommend The Gregg Reference Manual, 9th ed. (New
York: McGraw-Hill, 2001), a great reference tool for workplace
communications. There seems to be no consensus about such
fine points as whether to skip a line after your return
address and before the date: some guidelines suggest that you
do; others do not. Let’s hope that your business letter
succeeds no matter which choice you make!
If you are using the indented form, place your address at
the top, with the left edge of the address aligned with the
center of the page. Skip a line and type the date so that it
lines up underneath your address. Type the inside address and
salutation flush left; the salutation should be followed by a
colon. For formal letters, avoid abbreviations.
Indent the first line of each paragraph one-half inch.
Skip lines between paragraphs.
Instead of placing the closing and signature lines
flush left, type them in the center, even with the address
and date above, as illustrated here. Now doesn’t that look
Choose from thousands of sample letters written by professional writers. Choose the kind of letter you want to write: Create top-quality business letters.
The salutation is an important part of a letter. The choice of the right salutation depends on whether you know the person you are writing to and how formal your relationship is.
|To Whom It May Concern:||Use only when you do not know to whom you must address the letter, for example, when writing to an institution.|
|Dear Sir/Madam,||Use when writing to a position without having a named contact.|
|Dear Mr Smith,||Use when you have a named male contact.|
|Dear Ms Smith,||Use when you have a named female contact; do not use the old-fashioned Mrs.|
|Dear Dr Smith,||Use when writing to a named doctor.|
|Dear Prof Smith,||Use when writing to a named professor.|
|Dear Xu Li,||Type the whole name when you are unsure of the recipient’s gender.|
|Dear colleagues,||Use when writing to a group of people.|
|Dear Mary,||Use when writing to a named female.|
|Dear John,||Use when writing to a named male.|
These salutations should be used with people you are close to, as they might offend others.
|Hello guys,||Use when writing to a group of people you know very well.|
|Hi,||Use when writing to one or more people you know very well.|
There two ways in which business letters usually start: they make reference to a previous contact, for example, phone conversation, meeting, previous mail correspondence; or they are the first contact with the recipient.
I am (we are writing) regarding
In reply to your request …
Thank you for contacting us.
I am (we are) writing to
I am contacting you for the following reason.
I recently heard about … and would like to …
We would appreciate it if you would …
I would be grateful if you could …
Could you please send me …
Could you possibly tell us …
It would be helpful if you could send us …
We are pleased to announce that …
I am delighted to inform you that …
We regret to inform you that …
I’m afraid it would not be possible to …
Unfortunately we are unable to …
After careful consideration we have decided …
Please find enclosed (for letters)
Please find attached (for emails)
If you require more information, please let us know.
Please do not hesitate to contact us if you need any further assistance.
I am looking forward to hearing from you soon.
We are looking forward to meeting you on 21 January/in Tromsø.
We would appreciate your reply at your earliest convenience.
The closing salutation must match the opening salutation and the overall tone of the letter. Choose one of the following closing lines depending on the formality of the salutation.
|Use when you’ve started with Dear Sir/Madam or To Whom It May Concern.|
|Sincerely,||Use when you’ve started with Dear + name.|
|not too formal but businesslike|
|Best wishes,||even less formal|
|Use with friends and colleagues you feel close to.|
Need business letter format example? Easy! This page has 30+ formal letter format examples and professional letter samples. Check it out!.