Formatting Business LettersCommunicating these days is about sending an email, typing out a text message or connecting through social media. Composing an actual written business letter, and making sure it’s in a professional letter format, can seem antiquated, and yet it remains more vital than ever for small business owners. Show
Whether you need to write a cover letter to persuade someone to read a report, introduce yourself to a potential customer or express thanks, a well-crafted business letter can stand out. Written letters remain an important—and perhaps even crucial—part of every small business owner’s communications strategy. Various studies have suggested that paper-based communications may be more memorable and enriching than those shown on screens, such as email. As American office workers get an average of 121 emails per day, a letter is also likely to stand out when it’s delivered via your mailbox rather than your inbox. (Some experts, including business etiquette expert Jacqueline Whitmore, also contend that handwritten letters for business purposes are even more impactful than typed letters.) An actual business letter shows commitment because the author cared enough about the matter at hand to sit down and put ink to paper. Letters demonstrate a level of professionalism and class. They also provide a written record of what has transpired that both parties can file away. Sometimes, the events that letters mark are momentous enough for a company that they become treasured mementos. While business letters still matter, they can damage your professional reputation if they are full of spelling and grammatical errors. A formal business letter that isn’t properly formatted can also suggest that the writer is inexperienced, unprofessional or not detail-oriented — all first (or second) impressions that business owners don’t want to make. It is important, then, for every small business owner to know how to construct and format a professional-looking business letter properly. The types of business letter formats can include:
Types of Business Letter FormatsCommon types of business letters include:
Here are the basics you need to know when it comes to writing a business letter: Not sure how to write a business letter? Let’s look at an example: Tanya Smith, CEO of Acme Corp. in Minneapolis, wants to send a letter to NewTech of San Jose, California, to request a free consultation about NewTech’s cloud-based sales management software. What does Smith need to have in her letter? How should her business letter be formatted? Parts of a Business LetterWhile there are different business letter styles, most experts agree that a business letter should have at least seven parts. Check out the business letter example below:
Spacing and Font FormatsProper business letter line spacing and presentation are important when it comes to conveying professionalism in a business letter. So, what’s the proper form for a business letter? The rule of thumb here is that utility and readability trump individuality. You’re not sending a letter to an old college friend—you’re doing business. What is the correct spacing for a business letter? Here are the spacing and font rules that one generally sees in a business letter: Alignment. All proper business letter styles are left-aligned. The common wisdom over the decades is that such alignment is best for readability. Spacing. Letters should be single-spaced between sentences in order to maximize space on the page. Include four line breaks between the letter’s closing sentence or paragraph and your printed name to leave space for your signature. Font. The standard font style is Times New Roman, size 12, though other commonly used fonts such as Arial and Helvetica are acceptable. Readability is crucial when it comes to fonts, so avoid getting creative and using hard-to-read gothic or cursive fonts. If your letter’s body is running out of space on a single page, it’s better to cut it down than reduce font size. Margins. What are the best margins for a business letter? Most experts agree that 1″ margins are the best because they maximize space, though you may have to make room for a letterhead if you’re using it. (Read more about letterhead below.)
Indented Form and Block Business Letter FormatsTo indent or not to indent? That is the question. This is really a matter of how formal you want the letter to look. For example, you might want a block format to convey formality if you’re complaining about something, but a semi-block might communicate a nice, “formal light” look in a thank you letter, especially if it’s someone you already know. The three styles generally used are block, modified block and semi-block. Let’s go back to our example of Smith writing Wilde. Here’s how her letter would look in each of the three formats: block formatting, modified block formatting, and semi-block formatting. Block FormattingMs. Tanya Smith, CEO June 1, 2018 Mr. Oscar Wilde, VP of Sales Dear Mr. Wilde: I would like a free consultation about NewTech’s cloud-based sales management software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over the past five years). We want to continue to grow, and NewTech’s software seems like a product that might take our sales team to the next level. I want to explore with you whether NewTech software is a good fit for Acme. I look forward to speaking with you at your earliest convenience. Sincerely, Tanya Smith, CEO Enclosures: Acme Corp. brochure Note that this is a more formal type of business letter: no indentations and everything is on the left. If you’re questioning how formal the letter should appear, it’s probably best to play it safe and go with a block format. Modified Block FormattingMs. Tanya Smith, CEO Mr. Oscar Wilde, VP of Sales Dear Mr. Wilde: I would like a free consultation about NewTech’s cloud-based sales management software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over the past five years). We want to continue to grow, and NewTech’s software seems like a product that might take our sales team to the next level. I want to explore with you whether NewTech software is a good fit for Acme. I look forward to speaking with you at your earliest convenience. Sincerely, Tanya Smith, CEO Enclosures: Acme Corp. brochure Note that there are still no indentations, but everything doesn’t line up on the left. It’s just a bit less formal. Smith might be wiser to stick with the block format in this case, but she might switch to modified block once she has a working relationship with Wilde. Semi-block FormattingMs. Tanya Smith, CEO Dear Mr. Wilde: I would like a free consultation about NewTech’s cloud-based sales management software. Acme Corp. is a fast-growing manufacturer (20% annual revenue growth over the past five years). We want to continue to grow, and NewTech’s software seems like a product that might take our sales team to the next level. I want to explore with you whether NewTech software is a good fit for Acme. I look forward to speaking with you at your earliest convenience. Sincerely, Tanya Smith, CEO Enclosures: Acme Corp. brochure Note that this is pretty much a block format, but the paragraphs have indentations. If you’re debating whether to use block or modified block format (or simply hate looking at paragraphs without indentations), semi-block is a nice compromise. The Tone for Business Letter FormattingBeyond the format, the tone of the letter can be critical if it is to accomplish your business goals, or at least ensure that you are taken seriously. Here are some important tips when it comes to setting the appropriate tone in the letter:
Word Choice and GrammarWord choice can make or break the effectiveness of your business letter writing. Seek directness in your language, avoiding words such as “try,” “just,” “probably,” and “maybe.” Keep your language simple, avoiding the obscure words or jargon that people sometimes fall back on when they’re trying to sound more intelligent than they are. Wondering if a word properly conveys the meaning you’re intending? Try dictionary and thesaurus searches online. In cases where the letter is especially important, it also helps to have someone else edit and read the letter to provide feedback. At all costs, avoid grammatical mistakes. They suggest you lack attention to detail and professionalism. Also, use verbs that have an active versus a passive voice. Active voice shows that you are in charge and responsible for your actions. (Example: “We will install your software by Sept. 1.” Not… “Your software will be installed by Sept. 1.”) Signature FormatsWhen it comes to the signature, it’s important to avoid stamps and computerized signatures. A handwritten signature is a sign that you endorse the message of the letter. Beneath the transcribed signature, you should type your name and title to avoid confusion from your handwriting. If representing a company, the company’s name should be written in caps. Also remember to include four spaces between the complimentary closing and the typed name, in order to provide enough space for the signature. Email Business Letter FormatsA written business letter can truly make a difference because it conveys that whoever sent the letter is serious. It’s easy to quickly dash off an email to someone and press “send,” but a written letter takes time. You’ll need to truly think about what you’re writing, double-check to make sure there aren’t any silly mistakes, and then get the letter into an envelope and sent to its destination. Sometimes, though, time is so important that you simply need to send an email. Even in that case, though, using a block format might add some formality to it. Common Mistakes and ErrorsAvoid routine mistakes in your business letter, because they suggest sloppiness. Run the text through Grammarly to double-check for:
Make sure to also do a spell check while you’re at it. Any proper names you’re using in the letter — do a Google search to double check that you’re spelling them correctly. Letterhead FormatsYou might also consider using a business letter format with letterhead for your company’s letters because it offers a professional appearance and is also informative. Having stationery with letterhead is kind of like having a company website: It indicates that your business is legit. The letterhead should display the company’s mailing address, phone number and any other contact information. If using letterhead, you will need to remember to adjust the margins and formatting accordingly. Writing business letters is a fundamental skill for any business owner and your professional life in general. A well-written letter shows that you mean business because you took the care and time to write, format, print and mail it. If a business gets a written complaint in the mail, odds are that the author is not going to let the matter drop. Similarly, a written thank you letter is much more powerful and effective than thanks conveyed via email. A business letter, however, loses its power if its formatting is unprofessional, if it sets the wrong tone, if it’s poorly written, or if it includes grammar and spelling mistakes. So it’s important to learn how to do them right. As a small business owner, you’re an expert, too. We want to hear about how you feel about business letters. Let us—and your fellow SBOs—know by sharing a comment below. What is incorrect regarding continuous pages of professional business letters?What is incorrect regarding continuation pages of professional business letters? The elements in the header on subsequent pages include the sender's name, page number, and the date.
Which is the correct layout of business letter?The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.
Which is the most common type of business letter where all elements are left justified group of answer choices?Block. The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.
How many blank lines would be left between the closing and the typed name?There should be four blank lines between the closing and the typed name and credentials of the sender. This space allows the person to sign the letter.
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