- What is a Formal Letter for Business?
- Letters for Business: Different Types
- Formatting for Business Letters
- How to Write Letter for Business
- Business Letter Formats: Example
Writing a letter for business purposes requires a different skillset than other types of writing. Business letters are typically aimed at convincing someone to purchase a product or service, take interest in hiring a candidate, or care about a company’s mission. Because of this, business letters must be direct, persuasive, and expertly written.
When composing a business letter, use the following information to ensure that your writing effectively communicates a certain goal, and convinces the reader to join you in achieving said goal.
What is a Formal Letter for Business?
A formal business letter is any professional mode of communication in which a person is messaging to, from, or about a business. These letters typically follow specialized letter formats to effectively communicate their significance in a clear and concise manner.
Letters for Business: Different Types
Professionals form letters in business for various reasons, but there are a few most common types that you will likely encounter throughout your career. These include:
- Applicant to Hiring Professional
- Hiring Professional to Applicant
- Business to Business
- Business to Customer
- Business to Stakeholder
While the various types of letters do have slightly different goals, the tone and format should be similar between all of them. In any sort of professional business letter, it is important to be polite, clear, and influential.
Formatting for Business Letters
As previously mentioned, most business letters share the same format. This is because the format of a letter has significant effect on how successful the letter is. To write an efficient formal business letter, use the following format:
Each section of the business letter’s format has different specifications and goals. Try following these guidelines when drafting your letter’s format.
Choose the Letter for Business’s Salutation
The salutation is the very first element the reader will notice in your letter for business, so be sure that it’s appropriate and welcoming.
If you are aware of the reader’s prefix, you may us e it. However, if you are unsure, for example if the reader may use Miss or Mrs., it is best to simply use their first and last name. This is also a wonderful choice if their name is gender neutral.
If you do not know the name of the person you are addressing, you can greet them by job title or simply say, “To Whom it May Concern”.
Introduce Yourself and the Topic of your Letter for Business
In this section, you’ll want to quickly introduce yourself and the reason for this correspondence. Only include relevant information that they need to know about you. For example, your name and job title, or the position you are applying for. Then include a brief introduction of the topic you’ll be discussing in the letter. This section of the business letter’s format should not exceed 3-4 sentences.
Develop a Body for the Format of a Letter
The body paragraph is the longest section in the business letter. However, it’s advisable to break it into smaller paragraphs for clarity. This is the segment in a letter’s format where you directly and clearly explain the goal of the letter. Be sure to include enough information to answer any questions they may have but avoid frivolous details that do not contribute to the point of the letter.
A Business Letter Format’s Closing
The closing is the section in the format of a business letter where you review the main points you’ve just made in the body, and end with a call to action. A call to action is a statement that makes the reader want to take action towards your goal.
For example, a call to action for a cover letter could be “Call me at [insert phone number] to schedule an interview”. Or, if you are a business writing to a customer, “Click the link here (hyperlink business’s website) to set up a consultation”.
Form the Business Letter’s Signature
Some important elements to include in the signature of a letter about business are your full name, job title, and a means to contact you like a phone number or email address.
How to Write Letter for Business
Proofread the Letter for Business
One of the most important steps in formatting for business letters is proofreading. Spelling and grammar mistakes make a letter appear unprofessional. So, be sure to read over your letter multiple times to ensure that there are no spelling or grammar errors.
Hire a Tutor to Help Teach Letter Formats
UpskillsTutor is a marketplace where you can find any type of tutor you may need. Having a tutor teach you write a business letter is a wonderful way to ensure that your letter for business is accurate and effective.
Use Short Paragraphs & Sentences in Letters to a Business
Readers are more likely to understand and appreciate the information you’re giving them if it’s in short, to-the-point sentences and paragraphs. Avoid run on sentences in your business letter’s format and keep your paragraphs to about 5 sentences maximum.
Form Letters in Business with a Formal yet Personal Tone
While it is important to maintain a professional persona in your letters about business, you do not want to sound too robotic. Be sure to include a personal tone in the letter to grasp your reader’s interest.
Business Letter Formats: Example
Dear Mrs. Smith,
My name is Anna Williams, and I am the Marketing Manager for the Indiana Apartment Group. I am writing to invite you and your team at Gray Properties to our upcoming networking event on May 2nd, 2022.
This event is designed for apartment property managers to connect with reputable apartment vendors and learn more about their services. There will be over fifty companies that are all on the Indiana Apartment Group’s “Trusted Vendors” list. These businesses have been fully vetted by our team and are eager to share their offerings with you.
Follow the link HERE to reserve your spot at our event. We look forward to meeting you and the Gray Properties team in person!
Anna Williams - Marketing Manager
Indiana Apartment Group