If you’re printing a hard copy, be sure to use quality paper. Also make sure any enclosures are attached to your document and that any hard copies are signed.Īfter revising the content, consider the appearance of your letter. Once you’re finished writing, ask someone to read your letter and give you feedback, as they can spot errors you may have missed. Review your letter to keep it concise, and proofread it for spelling and grammar errors. RevisionĪs stated in Business Writing Essentials, revision is a crucial part of writing. This layout keeps the letter looking clean and easy to read. The most common layout for a business letter is known as block format, which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. Enclosures: If you’re including documents with this letter, list them here.Īnother important part of the structure is the layout, which determines how the text is formatted.If you’re submitting a hard copy, sign your name in the empty space using blue or black ink. Skip another line and type your job title and company name. Signature: Skip four lines after the closing and type your name.Closing: Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary. Body: In the first paragraph, introduce yourself and the main point of your letter.Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation. Salutation: Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr.Don’t add your address if you’re using letterhead that already contains it. Skip one line between your address, the date, and your recipient’s information. Opening: Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address.As you write your letter, you can follow the structure below to create an effective document. The business letter’s precise structure is crucial to its look and readability. Letters written in other parts of the world may have minor differences in formatting. This lesson focuses on American business letters.
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