How to Write a Better Business Letter

Letter writing, whether it's via email or by more traditional methods, still holds an importance in our day to day lives. Some people still write a letter to have something confirmed, complain and congratulate among other reasons. Writing a letter can add that all important personal touch to your writing.

However, there can be many dangers and pitfalls when writing a letter for any purpose, so this article looks at those common problems and how to turn them round.

1. Start by defining your actual purpose

You need to ask yourself a few questions before you begin writing your letter. What is the purpose of the letter and what has led up to you writing the letter? What do you hope to achieve by writing the letter? What do you expect to achieve by writing the letter? What is the best way to get the results you want and what kind of information do you need to provide within your letter.

Once you have discovered why you are writing the letter, you can start on the first paragraph.

2. The first paragraph

Your first paragraph is how you open your statement or argument. It needs to introduce why you are writing the letter in the first place and it is used to imply your main purpose of writing. Make it clear and concise and make sure you get your message across.

3. The main body of the letter

The body of your letter needs to have one or more paragraphs. You have to be able to develop what it is you are trying to say, and logically involve and include your argument or idea. If you need to include facts to support your letter then you need to do it here. If you are using more than one paragraph in the main body of your letter, then you need to have a clear link between each paragraph and cover a different point in each one.

4. Your final paragraph

Your final paragraph has to sum up everything you have mentioned in the first and the main body of your letter. Recap what you have already told them and make your point clear.

5. Making sure you are using the correct tone

Depending on why you are writing the letter, you need to keep from making it too casual and too formal. You need to have a businesslike manner to your tone when you are writing a business letter, so it's important to follow these tips: Never use jargon, write short and clear sentences, don't attempt to be too clever, don't let your feelings get the better of you and make sure your tone is suitable to the letter.

6. Yours faithfully or yours sincerely?

Ending the letter is one of the biggest pitfalls within writing your letter. Many people do not know whether to end the letter faithfully or sincerely. Follow these tips and you will get it right every time from now on.

When you are writing a letter to someone that you do not know the name of, you need to begin your letter with Dear Madam or Sir and then you use 'Yours faithfully' before signing and writing your name.

If you are sending a letter to a named person then you address them with their title Mr., Mrs., Miss or Ms, then you end the letter with 'Yours sincerely' and then you sign your first and last name.

If you have spoken before either by email, phone or in person then you address them by their first name and sign using 'Yours sincerely' at the end followed by your first name.