theguide11e

Business Letters

The business letter (such as the one shown in Figure 29.1) is the document most often used for correspondence between representatives of one organization and another, though e-mail messages are increasingly being used in place of business letters. Business letters are written to obtain information about a company’s products, to register or respond to a complaint, to introduce other documents (such as a proposal) that accompany the letter, or to apply for a job.

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FIGURE 29.1 A Sample Business Letter

Whether a letter is delivered electronically or in print, the expectations are the same: The writer should state the purpose of the letter in the first few lines, provide supporting information in the paragraphs that follow, and maintain a courteous and professional tone throughout. Include enough information to identify clearly any documents you refer to in the letter.

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The design conventions of business letters are long established:

Return address (included in your company’s letterhead or typed at the top of the page), plus any additional contact information for your company
Date: The date, with the name of the month spelled out, follows the return address.
Inside address: Include the name, title, and street address of the recipient, with words like Street or Avenue spelled out.
Salutation: The convention is to address recipients of business letters as Dear, even if you’ve never met the person before. Use the recipient’s title (abbreviated), such as Gen., Rev., Mr., or Ms., and address your letter to a specific person, even if you have to telephone the company to find out the name to use.
Body: Most business letters are written in block style, with the paragraphs flush with the left margin. But look at other business letters from your organization to make sure that this is the preferred style.
Closing and signature: Business letters, even if sent by e-mail, typically conclude with a formal closing, such as Yours truly or Sincerely, but your relationship with the recipient may influence your choice here. Four lines below the closing, type your full name, and sign the letter above it.
Additional information: If you include items with the letter, such as a proposal or brochure, indicate this with the abbreviation Enc. below your name. If other people, such as your boss, will receive a copy of the letter, insert the abbreviation cc: followed by the initials of the recipient’s name. If you are typing the letter for someone else, include the author’s initials (in capital letters), a slash, and the typist’s initials (in lowercase letters).