Why Do You Need a Professional Business Letter Writing Service?
Writing professional business letters is not the same as the kind of letter writing you have been used to during your academic years. Professional business letters should always be clear, concise and to the point. While it may be tempting to write long descriptions that emphasize your knowledge and skill, your reader just wants to understand the facts.
So when you write a business letter, you need to assume that the reader has limited time in which to read it and is likely to browse through it quickly. The reader will have an interest in what you say insofar as how it affects their working world. They want to know what the point is you are making about a situation or problem and how they should respond.
Hence, you have to write your letter in a way that will make the reader want to continue reading and understand whatever information you want to convey. To do so, read some information on how to write a professional business letter.
How to Write a Professional Business Letter
To help you get started with your business letter, our professional writers have come up with 5 tips to get you on your way:
- Your address. So the recipient can easily find out where to send a reply to. (Not needed if the letter is printed with the company letterhead).
- Date. Put the date on which the letter was written.
- Their address. The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank or try to put in a title, i.e. “Director of Human Resources”.
- Salutation. Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient’s name is unknown.
- Subject Line. Makes it easier for the reader to see what the letter is about.
- Body. This is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph.
- Closing. Let’s the reader know you are finished with your letter. Usually ends with Sincerely, Sincerely yours, Thank you etc.
- Signature. Your signature will go in this section, usually signed in black or blue ink.
- Printed Name. If desired you can put your title or position on the line underneath it.
- Typists initials alongside yours if not written by you.
- Be Professional and Courteous. This rule will help you keep your letter brief and to the point. Don’t get emotional or start writing about unrelated subjects. Know your audience and focus on what you have to say to them to achieve you goal.
- Be Clear. Stay away from using any specialized or technical vocabulary that is used within your industry or company. Not everyone may maybe familiar with the specific terms that you know. You don’t need to show off your vocabulary, the reader may totally miss the point and may decide not to read the letter at all if it looks too complicated. Use short sentences with short and easy to understand words. Say what you want to say, and move on.
- Use a Positive Tone. You should always try to write keeping a positive tone and emphasize what can be done rather than what cannot be done. When emphasizing the positive, you are showing your confidence and that you know what you are doing. When being negative, you sound indecisive and show a lack of confidence.
- Proofread. You should never send a business letter without proofing it for spelling and grammar mistakes. Always review the letter for long words, technical terms, confusing thoughts or sentences and typographical errors. It generally helps to read it aloud to yourself or ask a colleague to read it.
“The way you communicate in a professional setting says a great deal about you even before the first personal interaction; from a simple business letter, a reader takes clues about your education, awareness of standard practices and attention to detail. By using a standard format, you convey a sense of professionalism and help the reader get right to the message itself”. Elizabeth Smith, Demand Media.
Master the art of complaint letter with these cool tips we’ve prepared for you!
Our Writers Know How to Write a Professional Business Letter
Whatever form of business letter you need, our professional writers all have many years of experience in crafting the perfect letter to help you. When using our services, you will also benefit from:
- 24/7 customer support.
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- A full satisfaction money back guarantee.
- Uniquely customized writing that will also be checked for plagiarism.
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- Unlimited reviews.
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