Recent Project and Job Topics > Writing and Editing
Letter Writing
With advances in communication technology, letter writing is not very popular today. The decline in personal letter writing aside, businesses still resort to letter writing as a means of communication in a number of areas.
Organizations need letter writing for direct mailing campaigns with customers, to communicate with prospective suppliers and to introduce themselves to prospective corporate clients.
There are several instances, where organizations send cheques or new credit cards to customers or magazines require to be sent regularly to subscribers. In all these cases, organizations require cover letter writing for letters that accompany the items sent.
Business letter writing formats are usually extremely formal. They must remain short and to the point because the recipients are busy professionals who have neither the time nor patience to read through lengthy letters.
To make maximum impact, all business letters should be printed on the company letterhead. Formal letters printed on the letterhead create a professional impression. Additional, letterheads have all the organizational contact details, making it easier for the recipients to get in touch with you.
All business letter writing follows the below mentioned letter writing format:
- At the top corner, right or left, mention the complete address of the recipient. This is additionally helpful while dispatching large number of letters using window envelopes, as it obviates the need for time consuming labeling of envelopes. Below the address, mention the date.
- The next element of the letter writing format is addressing the recipient. It is recommended to use "Dear________". Address the recipient formally by his/ her name using Mr/ Ms. If you are unaware of the details, as in the case of writing for the first time to a prospective client, using "Dear Sir / Madam" is acceptable. In cover letter writing¸ accompanying the latest issue of your magazine, you may say "Dear subscriber".
- Next, mention the subject of the letter clearly. Formal letter writing formats require the subject to be marked in bold and underlined so that the reader knows at once the nature of information the letter intends to convey. For instance, if you are promoting an offer to customers, mention relevant details like "50% off" or "Opportunity for Great Discounts" etc in the subject line.
- Subsequent to this is the content of the letter. While writing letters to clients or suppliers, as a follow up to a conversation or meeting, mention the reference. For instance, you may say "Following our meeting at xyz exhibition...". Get to the point immediately and state the reason for writing the letter. This may be a quotation, you had promised to send. Or if your need additional information for formulating the quotation, request for the same.
- Finally, pay attention to the letter ending. Mostly, formal letter writing ends with 'Yours sincerely' and your printed name below that. Leave a gap between the two for your signature. Particularly in cover letter writing, make sure that you mention the enclosures.
Tips for Effective Business Letter Writing
Keep these formal letter writing tips in mind for writing effective letters.
1. Be specific and to the point. Short is indeed sweet.
2. Keep the tone formal and polite. Avoid slangs and short forms that you may use while texting or emailing.
3. Ensure that the letter is grammatically correct and has no misspelled words. Even one mistake can create a bad impression.
MBA & Co offers professional letter writing services for organizations. The company also offers MBA graduates the opportunity to work with different organizations to satisfy their letter writing needs.
