Letter writing is one of the most essential skills in business management that allows business owners or their team members to communicate with other businesses through written format. Letter writing can be done using an email writing format or texting. Some of the other types of letters include letters of complaint, job application letters, thank you letters, and letters for requesting changes or making suggestions.
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What is a Letter?
A letter is a document that contains written messages and information that was sent by an individual to another. This document can be written by printing or handwriting and can be sent through posting or mailing. Letter writing can also be categorized into various types depending on the formalities, information it is relaying, the purpose of its use, and more.
How to Write a Formal Letter
Formal letters these days are delivered through email and you must be knowledgeable on ways how to compose a professional business letter that will help you leave a possible impression of your company to your recipient. Letters are sent to initiate communication between two entities and are an important part of business and technical communication as it allows businesses or companies to keep accurate and permanent records of contact.
Step 1: Choose the Appropriate Format to Use
Letters are typed and printed on standard white paper and are written using the appropriate format. Make sure to use a font style that appears clean and can be easily read by the recipient like Times New Roman, Roboto, Arial, Calibri, Georgia, Open Sans, and Helvetica then font sizes between 10 and 12 points.
Step 2: Provide Accurate Information and a Salutation
Select between block or indented format and provide the accurate date of writing and your address. Place this information at the top of your document. Start by writing your address and contact information, address, and the recipient’s contact list and address.
Step 3: Write the Body Paragraph
Include the most appropriate salutation for the recipient then start writing the body paragraph of your letter. Make sure to write the letter in a direct manner and use an active voice as much as you can throughout the body of your composition.
Step 4: Add a Closing Statement
Conclude your letter by writing a closing statement. You can also include more information under your salutation. Some of this information can be separate mailings, enclosures, and courtesy copies.
FAQs
What are the different types of letters?
The different classifications of letters include formal letters, informal or personal letters, business letters, official letters, social letters, reports letters, notice letters, circular letters, complaint letters, and employment letters.
What are the common elements of a letter?
A letter’s common elements are the heading, the date when it was written, the receiver’s address, a salutation, body paragraphs, closing statements, and end notations.
What are the essential tips when writing a letter?
If you are writing a letter, make sure to identify the type of letter you are writing, appropriately open and close the letter, establish the purpose of your letter, be polite and considerate of the recipient, and consider how long the letter you are writing will be.
A letter refers to a document used for both personal and business purposes that contain a written message that can be printed or handwritten on a standard white paper and sent to a recipient through email or post. Letters are also a good way to keep documentation of the communication between you and your recipient, get instant attention from your receiver, and initiate official communication as it adds certain authority which usually involves discussion of business strategic action plans, management plans, and more.
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