In the professional working world, a formal business letter is a needed practice. It allows the writer to effectively communicate their points, proposals, missions and messages in a clear and useful manner. A formal business letter is also allows the reader to gain clarity in the writer’s intentions and allows them to opportunity to make important decisions. Often, an important decision can rest on the author’s ability to write a formal business letter.

A. THE HEADING

1. When possible, use a professional letterhead. A letterhead can immediately communicate that a letter is coming from a certain organization, department, and/or individuals. A an effective letterhead should include the companies contact information. When possible, include the addressee’s contact information as well.

2. Use the TO:, FR:, and RE: fields to communicate who the letter is addressed to, from whom it originates, and its regarding topic. For example: TO: Mr. Johnson FR: Ms. Jackson RE: How to Write a Formal Business Letter

3. Begin the letter with the appropriate greeting line using a colon ( : ). Examples of appropriate greeting lines include “Dear Mr. Obama:”, “To all available employees:”, and/or “Dear sir/madam:”.

B. THE LETTER’S BODY

4. The first paragraph contains a salutation and a quick description of the topic of the letter. The second paragraph contains the bulk of the message the formal business letter. The last paragraph should summarize the main point and close the message.

5. Use professional language by using standard working language and avoiding casual and informal language. The writer pays close attention to proper grammar and spelling.

6. Use appropriate length. A good formal business letter communicates its message clearly while being concise and to the point. The formal letter must makes its message but not layer it in long lengthy unnecessary jargon.

7. Use a consistent format. If your letter’s main body paragraphs are justified left and make no indentation, then it should should be used throughout. If your letter’s main body paragraph’s use indentation, then it should also be used throughout.

C. CLOSING

8. End the message with the standard closing line, “Sincerely,” or “Respectfully.”

9. Place your name with your title if possible below the closing line and remember to sign it.

10. Add any postscripts (P.S.) below your closing name and title if necessary.

11. REMEMBER: Proofread your letter. Proofreading can allow the author to catch mistakes and even find better ways to communicate their message. Whenever possible, have a second set of eyes proofread you letter as well.

The preceding is an outline of how to craft formal business letters. When written properly, a formal business letter can effectively communicate a the author’s message and allows the reader to gain information that helps them make important decisions. Writing a business letter can be difficult at first, but with proofreading and the adherence to the proper format, writing a formal business letter can become commonplace.

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