Business Letter Template
business letter template
Business Letter
In business letters and Email, what are the basic rules one should follow when writing? Your letter might be the first point of contact with another business, and how it’s written, will demonstrate your communication skills to the other party.
Always date your letters, and make sure that you spell the persons name correctly. If you are unsure, call reception and ask for the correct spelling. I am amazed at how many people send me letters with my name spelt incorrectly.
Use clear headings and subheadings. A well constructed letter is much easier to understand.
Use proper spelling, grammar and punctuation – A well written document says a lot about you. Most software has a “check spelling and grammar” function. Make sure that you always use it.
Plan your letter and decide what you are trying to convey before you start writing. It’s a good idea to make some notes, before you start writing the letter.
Be concise and to the point. Use the minimum number of words to convey your message. Try and use simple words that everybody can understand. Try to keep the recipient in mind when writing, especially when writing to someone overseas.
Do not use technical terms or jargon, unless absolutely necessary. Your reader might not be familiar with them.
Space out your letter. This makes the message easier to understand. Start a new paragraph whenever you can as a well spaced out letter is easier to read and understand. It is a lot easier on the eye!
Keep templates, for standard letters. I find that over time my templates improve as I make minor, but significant changes, to the wording and style.
Keep your humour for your telephone conversations. Jokes can easily be misinterpreted in written communication.
If your message is very detailed, it might be simpler to break it down into two letters. Send the first letter and follow it with a phone call to make sure that the message is understood before sending the second part.
Always be polite. Make sure that you ask or request, rather then demand. Don’t use informal terms in the beginning of your relationship. You can start being less formal once a relationship has been established.
Answer all correspondence quickly and clearly. Often, in business, the other party could lose interest if they do not believe that they are important to you, or if another business responds first.
Never use shortcuts! You are not sending a text message.
Make a copy of any written correspondence and file it away for future reference.
Once you have written the letter, read it carefully and think about the message you are trying to convey, before posting or hitting the send button.
About the Author
Naz Daud is the founder of CityLocal business franchise Opportunity
business franchises and UK business directory
Business Franchise Opportunity
How do I write a letter of reference for a contractor I have recently done business with?
I want to write a good letter of recommendation that this contractor can show potential clients. The work was meticulously performed, within the estimate and time frame promised. I just don’t know to whom to address the letter. I checked with Microsoft on line and found many different templates, but none that fit my needs.
A reference letter can be addressed to the contractor , and say something like ,
Dear Sirs, I would like to express my appreciation of the fine job you did for me. The project was of very high quality, on time and within the estimate you provided. The site was left very clean and all waste materials removed. I would have no hesitation in recommending you for other work. Regards Mr Smith
You could include something to allow them to give your address or phone number to clients .
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