Digital communication has taken over in many respects. However, it is still important to understand how to send business letters in case the need arises.
What many people do not realize is that when you send a letter through email, it is proper to still use the wording and format of a letter that is sent through the post office.
If you are getting ready to send out a business letter, use these tips to help you.
1. Format is Important.
Your address, as well as the date, needs to be listed first on the letter.
When you use this format, the recipient immediately understands who the letter is from and where you are located. After that, put the reader’s information and include a greeting.
2. Begin With Your Purpose.
The recipient needs to know why you sent the letter.
Be straightforward and discuss the purpose at the very beginning. Once you have laid out the reason for your letter, add supporting detail.
You may be tempted to insert compliments or extraneous details, but all that extra information distracts from the purpose, which is what the reader really wants to know.
Make sure your initial sentence is short and to the point. You want to capture the reader’s attention and ensure that they look through the rest of the letter as well.
3. End The Business Letter.
Many people forget to have an official ending to their letter, thanks in part to the informal digital communications that have taken over.
Typically, people end with a simple “thank you.” However, it is important to take advantage of the closing to help convey a little more information.
For instance, you could say, “I appreciate your consideration and I thank you for your time.” Add “Sincerely” and then put your name down.
While the phrase may seem a bit formal, it helps the reader understand how serious you are about the issue. In many cases, it helps them to sit up and pay just a little more attention to you.
4. Come Back to It.
Getting the structure and purpose of the letter down is something that just takes practice. However, you should never send the first letter you compose.
Everyone needs a chance to get away for a bit and then come back to the letter to look at it with fresh eyes. Don’t be in such a hurry to get the letter out that you neglect this step. You always need to take time away from your letter so that you ensure it is the best it possibly can be.
When you look back over your letter right after you have finished, you are still in the same frame of mind as you were when you started. If you come back to it later, you can read it with fresh eyes.
You are more likely to notice mistakes. You are also more likely to find small ways to make the business letter better. It is important to review and revise before you send a letter, and you only want to do that after you’ve had a chance to get away for a bit.
You now just need to address the business letter and send it. You should ensure that you have an appropriately sized letter for the paper size you’ve created the letter on.
Also, make certain that you are sending the letter to the right person within the business. Your stamp choice is also important, especially if the letter has weight to it.
USAStampGuide has a list of places you can purchase stamps from, so you don’t need to worry about where to get postage stamps. You may also consider paying to register the letter or paying a little more to expedite the post. This is all personal preference.
So, now you have read the above, you should understand how to write and send your letter.