Things to Remember When Writing a Business Letter
The content of a business letter does not reflect the true etiquette of how people should address each other. That is why it’s important for you to understand the true purpose of a business letter, before actually writing one. The overall format of such letter varies according to the relationship between the involved parties. However, you’ll find the following general writing rules of etiquette useful in writing a business letter.
The very first thing you need to remember while writing a business letter is to address it to the right person at the right time. For example, if you are sending an inquiry to a client or customer, the name of the client or customer should be included in the letter’s address. In some cases, you may need to include only their email address in the address since that would be considered impersonal. Even if you don’t need to include the email address of the sender, it is still important to address the recipient’s phone number correctly. You may need to check whether the recipient’s phone has a permanent address or not.
You should always make sure that you have read the posted etiquette rules for writing a business letter before writing one. It is very important to do so since there are certain things you shouldn’t do while writing a business letter. Most letters include the recipient’s name, address, phone number, fax number, and e-mail address, among others. If you have forgotten to do so, you may end up disturbing the recipient. Also, you may end up writing something that doesn’t make sense.
Apart from the things mentioned above, you should also avoid using informal terms and greetings in your writing a business letter. Instead, use formal terms, such as respect, business, and well, just like you would in other formal business letters. Of course, you may have to use different words depending on who the recipient is, but it is still important to use the appropriate formal terms. A formal letter will usually be read as a formal letter, not a casual one.
Finally, the last thing that you need to remember when writing a business letter is to ensure that you write the enclosures correctly. The enclosures, which are the first part of the mail that contains the message, are referred to as the cover letter or the title for the letter. Thus, it is important that you pay attention to these things when writing a business letter.
When you send out typed letters instead of handwritten notes, there is no excuse for not writing the letter properly. Handwritten letters still need to be written according to proper business writing standards, even if the recipient has an electronic mail address. Remember that you need to provide the correct information and address for your recipient so that your letter will reach them safely and without delays. For this, you should use proper enclosures, which are the next step after writing the entire letter.