Already mentioned above, the trusty Purdue University OWL (Online Writing Lab), has a helpful section on writing basic business letters. (A good resource I found recently is from Michigan State’s Career Services office.). Many universities offer resources on their websites for help with letter writing. In an email, the subject is not optional, and should be concise and specific just like if is when included in a printed letter. These elements are not required, however. ![]() You may also want to create an electronic version of your signature to include in your email. You may wish to include your address and other contact information below your name. Some elements of a proper business letter described above are not included in electronic correspondence, specifically your and the recipient’s addresses at the top, the date, and a hand-written signature. Personally, I prefer the simplicity of block formatting, where everything is aligned at the left margin, but to see samples of the other formats, the Purdue Owl is a good resource. left alignment, indenting): block, semi-block, and modified block format. There are a few common formatting styles for business letters that have to do with placement of the elements of the letter on the lines of text (e.g., centering vs. Letters are typically single-spaced with a blank line between paragraphs and following the sender’s address, date, recipient’s address, optional subject line, and salutation. Use standard formatting in all business correspondence: 1” margins an easy-to-read, standard font such as Times New Roman or Calibri in 11- or 12-point size and a consistent single space between sentences should all be used. (It’s a good idea to use a proofreader here!) Use field-specific terms and expressions accurately, but avoid filling your letter with jargon to make yourself “ sound smart.” Expressing yourself concisely and directly is the way to go.įollow the standard writing rule of introducing the intent of your communication in an introductory paragraph, including as many paragraphs as you need to cover the main points of your communication, and concluding with a final paragraph where you reiterate anything you especially want the recipient to remember or any actions you want the recipient to take. Make sure to use precise grammar, spelling, and punctuation. You want your recipient to take your letter seriously, so you need to present yourself in a serious manner. If you include a subject, make sure it is concise and specific its purpose is to introduce the subject at a glance, not to provide your reader with a puzzle to solve.Īll business writing should be formal in tone, even if you’re writing to a friend.Write out and capitalize words like “Road” and “Street” in the addresses because this looks more formal.Don’t include your name in the sender’s address section at the top.There’s no need to include the recipient’s phone number or email address.When writing the date, be mindful of US/UK date format, and use the one that is correct for your recipient.If you are printing your letter on letterhead, you should leave your address off the top.Here’s a brief checklist to make sure your letter has what it needs: ![]() ![]() Whatever identifying phrase is used instead of a name should be capitalized as a form of address (“Dear Colleagues”) inclusive (avoid the gendered “Dear Sir/Madam/Sir or Madam”), and be as specific as possible (e.g., Dear Members of the Selection Committee, Personnel Manager). When a name is not available, be as specific as possible with your salutation. Often a glance at the website, quick phone call, or email inquiry will turn up the information you need. Many people write, “To whom it may concern,” without taking the time to try to figure out exactly who the recipient will be. Whenever possible, use the recipient’s actual name and title (“Dear Dr. For formal writing, use a colon at the end of the salutation whether it will be printed or sent electronically. This is correct usage for informal letters. ![]() You were probably taught in school to put a comma after a recipient’s name in a letter. One nit-picky detail to keep an eye out for is how to punctuate the salutation. Get your free sample back in 3 to 6 hours!
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