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Business communication is a day-to-day component and should be taken care of carefully.
Writing a business letter is one of the way businesses communicate with partners, clients and prospects. A proper business letter written in a clean and tidy format will give your readers a good impression about your business. |
What is the common format to write a proper business letter?
Proper Business Letter Format
Even though there are no obligation to follow certain fixed rules or format in writing a proper business letter, there are some key components that are needed in a proper business letter.
Below listed the 9 standard components in a proper business letter:
1. Letterhead or typed heading
2. Date
3. Inside Address
4. Salution
5. Body (Text)
6. Complimentary closing
7. Signature
8. Typed name
9. Enclosure
It is important to have a proper letterhead so that people know and acknowledge the sourced of the letter.
The date of the proper business letter is to ensure and mark the time the communication takes effect.
The inside address and salution is needed so that the recipient is sure the letter is addressed to him/her.
When writing the body of the letter, it is best to keep an initial business letter short. Business people are busy and do not have time to read long letters! In a one-page letter, you will usually only need three or four paragraphs, single spaced. You may consider using a double space in between paragraphs.
The complimentary closing, signature and typed name is a sign of courtesy to your business letter recipient.
If you are enclosing additional information with your letter such as a resume or a curriculum vitae, skip two single lines after your typed name and type “Enclosure” or “Enclosures.” If you use the plural, you have the option of stating the number of enclosures in parentheses. Example: Enclosures (2)
Proper Business Letter Format
Even though no strict rules as to what format to use when writing a proper business letter, it is always better to keep a tidy and clean layout of the business letter.
An easy to read and straight to the point business letter will definitely fit into its purpose and able to convey the message clearly to the recipient.
You can check out our free business proposal letter sample, sample letter of business closure and our sample letter of cancellation of business contract
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