To correspond with outside individuals or groups, organizations use business letters to request and provide information, motivate action, respond to requests, and sell goods and services. Because letters become part of a permanent record, they can be checked later to determine exactly who said what and when. Keep a copy and back up every letter you write.

A good business letter is brief — limited to one page if possible. It supplies what the reader needs, no more. A letter of inquiry might simply request a booklet, sample, or promotional piece. A special request might add why you are writing, what you need, and when you need it. On the other hand, a letter of complaint focuses on your problem — what product is involved, when and where you purchased it, why you are unhappy, and how you’d like the problem solved. Include specifics such as product numbers and dates, and maintain a courteous tone. Because they are so brief, business letters are often judged on details — format, appearance, openings, closings.