A business letter is an important part of any business because it emphasizes the professional nature of the company. A business letter that is written poorly will quickly either just get tossed away or it will give the reader a bad vibe on the company as a whole. If you want to appear professional you need to write a professional business letter.
The question is however, how can you write a great, compelling business letter?
Here are a few hints that will walk you through the process the next time you need to write a business letter. It doesn’t matter whether you are writing a sales letter to your customers or a letter of approval to your investors, these steps will put you on the right track to producing a professional business letter:
What is your point? Before you can write a business letter:=>
1. You must first decide what the point of the business letter is. Are you trying to convince someone through the business letter? Are you trying to simply inform people about your business? Decide what your point is before you start writing.
2. State your purpose early. Early in the business letter, typically in the first or second sentence, you should state what your purpose is. The reason for this is to let the reader know immediately why you are writing to them.
3. Check for spelling and grammar. There is very little that will save you if your business letter has spelling and grammar mistakes. Not much will tear your credibility down more then a wealth of spelling mistakes in your business letter. Don’t rely on spell check on Microsoft Word- have it proofread by someone.
4. Write in a formal, professional tone. A business letter should not be written in a conversational format. A business letter is supposed to be looked at as professional documents so make sure you write it as such in order to be taken seriously. A professional tone makes your business letter more formal.
5. If all else fails, get a writer to help. Freelance writers write for a reason so if you can’t finish your business letter in an appropriate way seek out a freelance writer. Your business letter is a big deal because your entire business relies on it being done correctly. If you can’t write, hire someone else that can.
Just like any other letter, a business letter should have a clear introduction, body and conclusion. Be sure to not just drone on in order to take up space. A business letter should be one page and it should be short and concise. No one wants to read a boring, long business letter.
Your business letter is your key to gaining new customers, impressing your investors and getting a leg up on your competition. There are many uses a good business letter can be used for.