If you are unsure of the recipient’s gender, simply type the whole name, e.g. “Dear Kris Smith.”
Don’t forget a comma after a salutation or a colon after “To Whom It May Concern.”
Strike the right tone. Time is money, as the saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional.
Make a Professional Business Letter
Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. Official Business Letter For instance, you can always start with “I am writing you regarding…” and go from there.
Don’t concern yourself with flowery transitions, big words, or lengthy, meandering sentences – your intent should be to communicate what needs to be said as quickly and cleanly as possible.
Be persuasive in your letter. Most likely the purpose of your letter is to persuade your reader to do something: change their mind, correct a problem, send money or take action. Make your case.
Formal Type Business Letter
Use personal pronouns. It is perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.”
Be aware if you’re writing the letter on an organization’s behalf. If you are stating the company’s perspective, you should use “we” so that the reader knows that the company stands behind your statement.
Informal Business Letter
Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible.
Different Theme of Business Letter
Use the active voice. When Business letter Format describing a situation or making a request, make sure to choose the active voice, rather than the passive voice. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point.7 For example:
Passive: The sunglasses are not designed or manufactured with attention to their durability.
Active: Your company designs and manufactures sunglasses without attention to their durability.
Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as “you know,” “I mean,” or “wanna.” Keep the tone businesslike, but be friendly and helpful.