In today’s digital age, it may seem like sending a business letter is an outdated and ineffective way of communicating.
However, a well-written business letter can still be a powerful tool for conveying important messages and building professional relationships.
The key is to make sure that your letter is well-crafted and stands out from the countless other messages that your recipient receives each day.
Here are some tips on how to write a business letter that won’t get ignored.
Address the recipient appropriately
The first step in writing a business letter that won’t get ignored is to make sure that you address the recipient appropriately. This means using the correct title and spelling their name correctly. If you’re not sure about the correct title, do some research or call the recipient’s office to confirm.
Avoid using generic salutations such as “To Whom It May Concern” or “Dear Sir/Madam.” These can make your letter seem impersonal and may cause the recipient to ignore it.
Be clear and concise
When writing a business letter, it’s important to be clear and concise. Get straight to the point and avoid using unnecessary words or jargon. Your recipient is likely busy and doesn’t have time to read a long, rambling message.
Use short paragraphs and break up your message with subheadings or bullet points to make it easier to read. Consider using a clear, easy-to-read font and formatting your letter with plenty of white space.
Use a professional tone
Your business letter should be written in a professional tone that conveys respect and courtesy. Avoid using slang or overly informal language. At the same time, you don’t want your letter to sound too stiff or formal.
One way to strike the right tone is to imagine that you’re having a face-to-face conversation with the recipient. How would you speak to them in person? Use that same tone in your letter.
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Personalize your message
To make your business letter stand out, it’s important to personalize your message. This means tailoring your message to the recipient’s specific needs and interests.
For example, if you’re writing to a potential client, do some research on their company and industry before writing your letter. Use this information to highlight how your products or services can benefit their business.
If you’re writing to a current or former colleague, reference a shared experience or accomplishment that you both have. This can help to establish a personal connection and make your letter more memorable.
Include a clear call to action
One of the most important elements of a business letter is the call to action. This is the specific action that you want the recipient to take after reading your letter.
Make sure that your call to action is clear and specific. For example, if you’re writing to a potential client, you might ask them to schedule a meeting or request more information about your products or services.
Include a deadline for the recipient to take action. This can create a sense of urgency and increase the likelihood that your letter will be acted upon.
Proofread your letter
Before sending your business letter, it’s crucial to proofread it carefully. Errors in spelling, grammar, or punctuation can make your letter seem unprofessional and may cause the recipient to ignore it.
Read your letter out loud to catch any awkward phrasing or unclear sentences. Consider asking a colleague or friend to review your letter as well. They may be able to catch mistakes that you missed.
Follow up
After sending your business letter, it’s important to follow up with the recipient. This can help to ensure that your message was received and increase the likelihood that it will be acted upon.
Consider sending a brief email or making a phone call a few days after sending your letter. Reference your letter and ask if the recipient has any questions or needs further
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Business Letter Example
Let’s examine a sample of a well written business letter to see this concept in action.
Such a wonderful looking letter! The layout is flawless, with everything properly aligned to the left and single-spaced throughout. The body is professional, warm, and brief, and the greeting and conclusion are well-written. It is complete with a handwritten signature and is thus acceptable for submission in hard copy form.
Writing effective business letters is a skill that will benefit you throughout your professional life. If you learn and use it enough, you may develop a formal tone in your writing.
