Neat and Clean
Business letters should be neat and error-free. Some companies mandate a standardized format and font to ensure uniformity of company correspondence. If that’s the case at your company, find out if a business letter template is available. Use of a template will make it simple to follow the company format. If your company doesn’t use a template, follow basic business letter format. Type the recipient’s address at the top left of the page. Skip a line and type the date. Start the letter with Dear Mr., Ms. or Mrs., unless you are very well acquainted with the recipient. Skip a line between each paragraph and close the letter with “Sincerely” followed by your name and title.
Make Your Point
Use the opening paragraph to briefly explain the purpose of the letter. Your first sentence might read, “A recent review of construction purchase orders revealed several cost overruns,” or “We would like to offer you a 15 percent discount on your next printing job.” State the purpose clearly and avoid jargon or highly technical language. If a secretary or assistant reads the recipient’s mail, you’ll want to make sure that person understands the significance of your letter, even if she doesn’t have a technical background.
Details, Details, Details
Expand upon the first paragraph with more details. You might mention that cost overruns occurred during construction of the building’s elevator shafts or note that the 15 percent discount applies to printing jobs costing more than $100. Short, concise letters might be more likely to be read, but make sure you provide enough details so that the recipient fully understands the reason for the letter. Keep in mind that the tone of your letter can affect the way the reader perceives it. The Purdue Online Writing Lab suggests using positive words as much as possible and focusing on what your company can do, rather than what it can’t do.
The End
Finish your letter with a request that asks the recipient to take some kind of action. For example, you might write, “Please provide me with the most recent cost projections by Tuesday,” or “Call me to take advantage of your discount.” Provide more than one way for the recipient to get in touch with you, such as a telephone number and an email address. Before you sign the letter and put it in the mail, be sure to review it for spelling and grammar errors.
ORGANIZING THE LETTER.— The various parts of your letter should be organized with the reader’s viewpoint in mind. Use only the references that are necessary and keep in mind that addressees may not have access to certain references. Use enclosures only if you need them to clarify or explain the basic contents of your letter in greater detail, Arrange the paragraphs in a logical order. Each paragraph should discuss an idea, or several closely related ideas, covering a single topic, or subtopic, of the general subject. The important things for you to remember are to o envision the body of your letter as a succession of units, l arrange the units in what seems to you to be the most satisfactory order, l complete each unit before you move on to the next one, and l maintain continuity by providing a transition from one unit to another.
CHOICE OF WORDS.— Use simple language. The best words are those that are precise in meaning, suited to the intended reader, and are as short, simple, and direct as possible. Avoid using a long word merely for the sake of sounding more important or more dignified. Usually, such attempts will only result in your sounding pretentious, stuffy, and hard to understand. Not only should you avoid using long words where short ones would be better, but you should also avoid using more words than you really need. Tell your story as briefly as possible—the reader will appreciate it.
COMPLETING THE LETTER.— Review your draft before you type it in the smooth. Make sure your letter tells the story with tact, simplicity, and clarity. Make certain that sentences are grammatically correct, and accept criticism from your superiors as a guide for self-improvement. When you assign a file number to your letter, select an identification code that is appropriate to both the purpose of the letter and the files in your own office. Finally, ensure that the letter is mailed to a correct address. Correct names, addresses, and applicable ZIP Codes are con- tained in the Standard Navy Distribution List (SNDL), part I—“Operating Forces of the Navy