![]() ![]() Last paragraph: Summarise your points, suggest any action your reader should take and thank them for their time Second paragraph: Provide more information and details ![]() ![]() Consider this basic framework when writing the main body of your business letter:įirst paragraph: Introduce the reason for your correspondence Maintain a consistent format to aid the flow of your arguments. Concisely describe the purpose of your writing and structure new points using paragraphs. Keep the body of your letter simple and focused. For example, ' To whom this may concern,' or ' Dear Sir/Madam'. If you do not have a specific person's name to address, use a standard salutation instead. However, if you are writing to a stranger or a senior leader, use ' Dear Ms. If you have an established relationship with the recipient, you can type ' Dear Ms. For example, if your letter gets misplaced, anyone can track down the right recipient using their contact information.įollow the format below when typing in your recipient's contact details:īegin the letter with a formal greeting followed by the title and name of the person you included in the recipient information section. While it may seem counterintuitive to place this section in your business letter, it has an important function in large organisations with large numbers of daily correspondence. Recipient informationĪfter typing in your contact details, you need to include a section with your recipient's information too. Related: How To Start a Letter: Professional Tips and Examples 2. Here's how you should structure your contact information: Depending on your designation and authority, the letterhead may also reveal the purpose of your letter. This is the standard for all kinds of letters because it informs the recipient about your background. Your contact detailsīegin your letter with an appropriate letterhead that contains your relevant contact details. The business letter format consists of six major sections. What to include in your business letter format It's a powerful tool that when received, individuals know to take action as quickly as possible. While email has taken over business letters, organisations still use this medium of communication when they want to draw attention to a serious situation. It's a common form of correspondence from one company to another or from a company to its clients, employees, the public and other key stakeholders. A business letter format is a formal document that communicates professionalism and respect to the recipient. ![]()
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