Quick Help: Guidelines for effective business correspondence

• Use a conventional format unless you have a specific reason to do otherwise.
• Whenever possible, write to a specific person (Dear Mr. Robinson or Dear Ms. Otuteye) rather than to a general Dear Sir or Madam.
• Open cordially and be polite—even if you have a complaint.
• Clearly state your reason for writing. Include whatever details will help your reader see your point and respond.
• If appropriate, make clear what you hope your reader will do.
• Express appreciation for your reader’s attention.
• Make it easy for your reader to respond by including your contact information. If you are mailing a print letter and expect a reply, include a self-addressed, stamped envelope.