How to Make Your Business Letters Look Professional

For some business managers and owners, drafting business letters may be one of the easiest things to do during their day of operations. However, for others it may be the most frustrating, especially when they do not know a proper format for business letters. Following these tips to draft a business letter will make things flow smoothly for you.

Many departments communicate to each other, using a mail system within the company. While many departments have computers where you can send an email, it is better to also type up a draft and send a copy to the individuals. Emails tend to get lost in the system and can be accidentally deleted before the right person reads it. It is especially important, if you are sending a letter to one person, to type and send a letter. When sending an email, other people may read it. This would be embarrassing if the letter was on a personal nature.

Other times, you may need to mail a business letter to somebody outside of the business. For example, you may have an issue with your supplier that you want corrected. Another example is you may be trying to get further funding from a lender. Therefore, your business letters, must have a professional look to them. To do this use the block format. What this means is each paragraph is typed, single spaced-with an extra line between sections. The paragraphs are all aligned to the left-meaning the paragraphs are not indented.

The block format includes:

Your business name and address-Include a phone number and/or email address

Date-Spell out the date ad write the entire year (June 09, 2010 not 06/09/10)

Inside Address-The Name of the individual, his title, the name of the company and the address

Greeting-Use a formal title-"Dear Mr. Jones," for example

Body- The body of the letter should be brief, about 3-4 paragraphs

Let's assume you have a problem with your recent supplier. For example, a shipment came in and there is a discrepancy on the invoice. In the first paragraph, politely describe what the problem is. If you insult the supplier, chances are you will lose his business. In the second paragraph, request that the problem is corrected. In the third paragraph, provide contact information if your supplier needs to discuss the issue in more detail. In the fourth paragraph, complement the supplier on the business he has provided to your company in the past. Also thank him for his time.

Complimentary Close-Sincerely, for example

Signed signature

Your typed name

To see an example of the block format, go to: http://www.savvy.business-correspondence.com/BlockBizLetter.html.