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How to write a business letter

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Here are a few of things you should remember when you are writing a business letter:

First things first

  1. At the very top of the page, usually in the centre or to the right, write your business address.

  2. Below your address, leave a couple of blank lines and then add the date.

  3. Then leave a couple more blank lines and write the address of the company you are writing to on the right-hand side.

How to start a business letter

A salutation in a business letter is always 'Dear'.
Dear Mr. Smith (the person's first name or initial is not needed)
Dear Ms. Smith is used for a woman. Use Mrs. or Miss. only if you have been told to do so.
Dear Sir or Dear Madam is used when we do not know the name of the person we are writing to.
The salutation must be followed with a colon (:) i.e. Dear Mr.Smith:

The body of the letter

Start your letter with the reference for writing e.g. 'With reference to our meeting last week...'
Then give the reason why you are writing e.g. 'I am writing to confirm that...'
You can then make a request e.g. 'I would appreciate it if you...'
If you are going to meet with the person in the future you can then mention it  e.g. 'I am looking forward to meeting you next week.'
You may close your business letter with thanks e.g. 'Thanks in advance for your cooperation.'

How to end a business letter

Yours faithfully, is used when we do not know the person we are writing to.
Your sincerely, is used if we know the person we are writing to.
Best wishes, or Best regards is used when the person is a close contact.


Link: The Language of Business Meetings

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