Be aware if you’re writing the letter on an organization’s behalf. If you are stating the company’s perspective, you should use “we” so that the reader knows that the company stands behind your statement.
Writing Tips of Business Letter
Write clearly and concisely. Let your business letter template reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible.
Use the active voice. When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point.7 For example:
Examples of Business Letter
Passive: The sunglasses are not designed or manufactured with attention to their durability.
Active: Your company designs and manufactures sunglasses without attention to their durability.
Be conversational when Business letter Format appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know," "I mean," or "wanna." Keep the tone businesslike, but be friendly and helpful.
If you know the recipient well, it's fine to include a friendly line sending good wishes.
Use your judgement when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke.
Writing Method of Business Letter
Be courteous. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful. For example, a discourteous complaint might read: “I think your sunglasses suck and I am never buying them again.” A courteous complaint might read: “I am disappointed with the construction of your sunglasses, and I plan to take my business elsewhere in the future.
Facts of Business Letter
Use “second page” letterhead for additional pages. Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Use “second page” letterhead, which usually has an abbreviated address and is made of the same type of paper as the first page letterhead
Include the page number on the second and subsequent pages, at the top of the page. You may also want to include the recipient’s name and the date.