Professional Writing
Letters are brief messages sent to recipients outside of the organization. They are printed on a letterhead paper and represent the business or organization in one or two pages.
Letters can also serve to introduce your skills and qualifications to a prospective employer, deliver important or specific information, or serve as documentation of an event or decision.
In this section, we'll talk about how to write a general business letter, what to include in each section of a business letter, and we'll share an example of what a business letter could look like for a reader.
The precise structure of a business letter is crucial to its look and its readability. As you write your letter, make sure to include the elements listsed below to create an effective document.
The opening includes your mailing address, the full date, and the recipient's name, company, and address. Often there is a lines skipped between your address, the date, and the recipient's contact information.
It is not necessary to type a return address if you are using company stationery with the return address already imprinted, but you should always include the date. Make sure the opening is aligned on the left margin.
Some optional elements you can add to the heading include:
Address the recipient using "Dear" along with their title and last name, such as "Dear Ms. Moffatt" or "Dear Director Barrington".
If you don't know the recipient's gender, use their full name, such as "Dear Harper Dresden".
Only use "To whom it may concern" if you are writing a letter of recommendation or letters that are intended to be read by anyone. If you don't want everyone to read the letter but you're unsure of how to address your recipient, make every effort to find out to whom the letter should be specifically addressed.
Be sure to add a colon (:) at the end of the salutation (e.g. Dear Ms. Moffatt: ).
In the first paragraph, introduce yourself and the main point of your letter. Readers tend to pay attention to openings, and it makes sense to outline the purpose of your letter for the reader up front.
Following paragraphs should go into the details of your main point If you have a list of points, a series of facts, or a number of questions, you might want to organize them into a list of bullet points or into a numbered list to make the letter easier to read. Use the body of the letter to communicate specific, meaningful information in a clear, concise, and accurate way.
Your final paragraph should restate the letter’s purpose and provide a call to action, if necessary. You should remind the reader of your main point, but you shouldn't introduce new information here. You can also thank your reader for their attention, and invite them to contact you if they need help or have questions.
Recommended formal closings include “Sincerely” or “Yours truly". For a more personal closing, consider using “Cordially” or “Best regards.” Closing statements are normally placed one or two lines under the conclusion statement, you should add a comma to the end of your formal closing.
Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
If you’re including documents with this letter, list them here. This line indicates what the reader can look for in their envelope (e.g. brochures, reports, or other related business documents) and can alert them as to whether something is missing from the letter or note.
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