Abraham Andersen

How to write a business letter

Nowadays, business letters printed on paper and issued on letterhead are almost never used. Most of the correspondence migrated to email, social networks and instant messengers. But this does not mean that the business letter has become obsolete.

In any correspondence, you must adhere to certain rules. Moreover, the norms differ depending on where the communication takes place and who the addressee is. We have prepared a material in which we will analyze the main types of business letters and the rules that should be observed in business correspondence. You can also https://essaypay.com/research-paper-writing-service/ use research paper writing services where you can always be helped in everything related to writing texts.

What is a business letter

Currently, this category includes all letters and messages relating to commercial activities, organizational and current issues of the company. If earlier, when writing a business letter, they adhered to strict rules, now it is necessary to adapt the style to the situation and take into account the specifics of the communication channel.

Follow the general rules of business correspondence:

1. Neutral tone of communication. No familiarity, rudeness or excessive courtesy.


2. Brevity and clarity of information. Long introductions or vague wording are not needed. Rely on facts, state the essence of the message without water and redundant information. The recommended volume is no more than one page, it is better to transfer the rest of the information to the application and attach it as a file.


3. The exact definition of the addressee, if the message is sent to a specific person.


4. Clear structure. A continuous sheet of text is perceived poorly.


5. Text size adapts to the communication channel. You should not send multiple messages in the messenger or make an email several screens long.


6. Avoid abbreviations, abbreviations and slang, especially if the letter is sent for the first time. The exception is highly specialized correspondence.


7. Do not start communication after business hours. This is considered a sign of bad taste.


8. Clearly indicate the sender, as well as all available communication channels.

Depending on the addressee and the purpose for which a business letter is made, the following types can be distinguished:

- Proposals for cooperation. Most often, this is a standard document. It can be the same for all recipients (circular) or personalized. In this case, a specific person or position is indicated (for example, “Head of the supply department”).

- Business correspondence with partners. With its help, all current issues are resolved, requests are made and problems that arise in the process of work are solved.

- Letters to clients. You can inform them about new arrivals of goods, promotions, etc. Most often, a client base is formed, which is used for mailing.

- Correspondence with authorities, pre-trial warnings, resolving legal issues.

Letters can be addressed to a specific employee or manager, or be of a general nature. They are also divided into those that require an answer, and those that do not need to be answered. Check out this guide, it will help you understand all the intricacies of writing a business letter.

How to use in the modern world

Nowadays, a business letter is used for different purposes. Depending on the channel of communication, the features of the document change, its structure adapts. Main options:

1. Commercial offers. Most often they are sent to a cold audience and offer goods or services. Here it is important to clearly indicate the scope of activities, formulate the advantages of the company and the advantages of cooperation.

Email distribution. Assumes periodic sending of letters on a certain base. Through it, you can report news, talk about new products and services, announce promotions, etc.

2. Press releases. Most often they are sent to the media, to Internet portals. They tell about current or future events, provide important information about the company, as well as other news that may be of interest to the audience.


3. Job search. A well-written resume initially distinguishes the applicant from the general row and clearly tells about the professional qualities of a person.


4. Publication of articles. The author or company makes high-quality reviews and analytical articles.


5. Messages about promotions and great offers in instant messengers and social networks. Most often they are sent to the customer base, they are small in size and adapted to the communication channel.


6. Congratulations and thanks. To increase customer loyalty, you can congratulate them on holidays. Also, at least once a year, thank for mutually beneficial cooperation and emphasize the importance of a partner or client for the company.

It is recommended to maintain a business style of communication and adhere to the norms described below in any communication with customers or partners. Please read full text if you have any questions and finally try to write your first business letter.