What is a Business Letter?

A business letter is written in formal language. The letter is written for official correspondence between two organizations and organizations and customers, clients, etc. The style of the business letter depends on the relationship that is shared between the two parties. A business letter is used for various purposes like offering a business deal to other organization, accepting an offer, denying an offer, new schemes for customer, extending the contract with a client. A business letter should be short and to the point. The content used in the letter should be clear and it should suffice the objective of writing the letter. The letter has to give out the main message to be conveyed right in the beginning. The letter should not have any typographical and grammatical error.

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Take a look at the following points that will help you in drafting a business letter:

• Make sure that you type the letter. It should not be handwritten.
• Always use a letter head to write a formal letter.
• If you don't have a letter head, then type your name, designation and address at the top of the page.
• Mentioning the date in a letter is a must as it serves the purpose of reference in further letter regarding the same topic.
• After the date, you need to write the full name, designation and full address of the recipient.
• Then you need to insert greeting to the person whom the letter is written. You have to use formal language. Take a look at this example: Dear Mr. Brown,
• Now, you can actually begin to write the main message of the letter. In the first paragraph, you have to introduce yourself if the receiver does not know you. You could begin with a sentence like "We had recently met in a conference", or "I had purchased a SIP from your company two months back."
• After that you have to clearly mention the purpose of the letter. The purpose may be to lodge a complaint, request for information, compliment a product or service provided, discussing a business deal etc. You have to be brief and precise.
• In the end of the letter, you have a complimentary close. The words that are included: Sincerely, thanking you, regards, etc.
• The last thing is you need to type your name and sign the letter.
• The letter should be printed in a readable font.