Business Letters Writing Format And Guidelines

Are you still using ancient ways of communication? Writing and receiving letters for communication had been a method of communication for centuries. It’s pretty surprising that this method is still in use. Nowadays, everyone writes letters to each other for effective communication. Undoubtedly, email communication has affected it a lot. Still, most official communication happens through letters. Businesses send letters to other companies or employees to communicate an issue or a new policy. Such letters follow a particular format called business letter writing format. Many managers don’t know about this format. If you are one of them, you don’t need to worry. Best writers of assignment writing services UK have shared some guidelines. Today’s article is all about formatting a business letter.

 

Guidelines for Business Letter Writing

There are many different types of business letters that you may use in your career. Writing a clean and transparent business letter can help you communicate your idea effectively. Of course, to achieve this goal, there are several steps that you need to follow. A brief description of all the sections of business letter writing is as follows;

 

Contact information

Giving your contact information is a pretty straightforward thing. Not only in business letters, rather every other letter demands this section. This section contains information about how to contact you back. Below is information that you must include in it.

• First name Last name
• Address
• City, State Zip Code
• Phone

Date

After contact information, next comes the date. The date holds immense importance in business letters. In large scale companies, everything works based on a predefined schedule. Therefore, adding a date is extremely important. Coming towards the format, you must give space after contact information and include the date. The format of the date can be of your own choice. It can be one of the following.

• Date, month, year
• Month, day year

The date styles differ from country to country. Therefore, it’s better to check the accepted date style of the country you live in or write a letter.

 

Recipient’s contact information

After the sender contact information and date comes the recipient’s contact information. In business letter writing, this information assists the delivery boy to deliver the letter to the proper address. The formatting guidelines are identical, i.e., add a space after the date and then input the recipient’s information. The following information should be included;

• First name Last name
• Address
• City, State Zip Code
• Phone
• Opening salutation

The salutation is a formal greeting at the beginning of a letter or email message. Salutations are very important in business letter writing. Salutation means addressing the recipient based on his title or position. You’ll add a space after the recipients’ contact information and add the salutation. Some of the standard opening business letter salutations are;

• Dear [ First name Last name]
• Dear [ Ms, Mrs, or Mr Last name]
• Dear [First name], (only use if you know the receiver of the letter)
• To Whom It May Concern (only use if you are unable to address a specific person)

Body

After the initial formatting of a business letter comes its main body. The body contains all the information about the subject of your letter. You’ll open the argument and start describing your point. The length of a typical body of a letter should not be more than three to four paragraphs. The first paragraph will be the opening paragraph. In the second and third paragraphs, you’ll give your explanation or argument and conclusive remarks with a complimentary close, respectively. Below are some fo the tips for writing the body of a letter;

• The body should be clear, simple, and easy to understand
• It should not contain fancy words or jargons
• It should be written in a way that it is easy to understand for the receiver

Closing salutation

Closing salutations are necessary because they bring a formal end to your letter. After body, add a space and give closing salutations. Some of the closing salutations include;

• Yours sincerely,
• Yours truly
• Yours respectfully,

Signature

At the end of the letter, signatures are a must. Signatures increase the authenticity of your letter. After seeing your signature on the business letter writing, the receiver knows it has come from you.

 

Font size and margins

The business letters follow a particular font size, margins, and spacing. In the body paragraph, the letter should be single-spaced. The content must also be justified and centred. Times new roman and Calibri fonts are the two widely accepted fonts. The font size of the body paragraphs and salutations must be 12. The margin size is typically one inch in business letter writing.

Example Format for Business Letter Writing

ABC
Production Manager
ABC Pvt Limited.
26 Ave, Main Boluevard
London, UK
1212862211
abc@example.com

January 28, 2022

CDF
Research Analyst
CDF Pvt Limited.
26 Ave, Main Boluevard
London, UK
1212862211
cdf@example.com

Dear ABC,

It is my pleasure to inform you about your promotion. I have been in this field for the last eight years and have seen many young professionals come and go. But you are the one professional who worked uniquely on each company project.

During your time in our company, you have shown extraordinary performance. The material you have produced in the previous four months has benefitted the company significantly. Therefore, keeping in view your performance and good conduct, the company board has decided to promote you. You are now promoted to Sr. Research Analyst.

I hope you will continue working with the same zeal and zest as before. This decision of the company will be in effect from the next month. Good luck with your new role. If you need any kind of information, you can contact me during my office hours.

Yours sincerely,

XYZ

Production Manager

Sign: -------------

Conclusion

Business letter writing becomes easy when you apply the right technique and tools. I hope you will learn a lot from the example written above. The format of business letters is not too difficult.