Before we learn how to write a business letter, here is a definition:
A business letter is a formal document used to communicate between companies, people and organisations.
Business letters are well structured, focused, and can be understood without difficulty.
Writers of effective business letters know what they want to say, how to say it, and how to say it with good effect. They select words which describe, have impact, and convey meaning. Business letters are:
- Clear – Words and sentences represent ideas, descriptions, desires and intentions. There is no ambiguity in business letters.
- Concise – Every word in every sentence contributes towards meaning. Superfluous words and phrases are removed. Clichés, similes, and metaphors do not feature in business letters.
- Correct – Grammar, punctuation and spelling are correct to negate the chance of mistaken meaning.
- Focused – Writing is focused on the topic in question and key messages are clear and well supported.
Write in the Active
Both active and passive sentences convey action, but active sentences are more persuasive, decisive, and confident. You should always write in the active unless there is good reason to write in the passive.
Here’s a definition:
The sentence is written in the active when the subject of the sentence does the action.
Active sentence: The mechanic serviced the car. (The mechanic is the subject.)
The sentence is written in the passive, when the object of the sentence comes first.
Passive sentence: The car was serviced by the mechanic. (The car is the object.)
Here is another example:
Active sentence: Our consultants will determine the effectiveness of the filter system.
Passive sentence: The effectiveness of the filter system will be determined by our consultants.
You should only write in the passive voice if you do not know the name of the subject or do not wish to mention the name of the subject. For example:
Active: Jason inadvertently sent the file to the wrong office
You may wish to acknowledge to others that a mistake was made, but do not wish to embarrass Jason. That being the case, you could write your message in the passive and miss out Jason’s name altogether.
Passive: The file was inadvertently sent to the wrong office
Business Letter Style
Letter styles include:
- Block
The text is left aligned and single spaced
- Semi-block
The text is left aligned, but the paragraphs have indentations
- Justified
Both left and right lines are aligned with both margins
Structure of a Business Letter
Company Address: The address of the person sending the letter, often at the top of the letter. It may include the sender’s company name, address and post code.
Recipient’s Address: The address of the person or organization receiving the letter. This includes the recipient’s name, title, company name, and address.
Date: The date the letter is written, placed below the recipient’s address.
Salutation: “Dear Mr. Smith” Dear Sir or Madam, or “Dear John”
Content: This section is typically divided into an introduction, the main body and the conclusion.
Introduction: The letter should start with a stated purpose. The first few sentences should be as compelling as possible.
Main Body: The content should be focused on supporting the stated purpose and be written clearly, concisely and correctly.
Conclusion: The conclusion may include a request for confirmation of agreement, other form of response or call to action.
Closing: “Yours faithfully” in the case of Dear Sir or Madam salutation, and “Yours sincerely” in the case of Dear Mr Smith or Dear John salutation.
Enclosures: If applicable, list documents which may be included with your letter.
Example Business Letter
The following is an example letter written by a seller of office space who wishes to promote the virtues of biophilic office space.
Biophilic offices are designed to bring elements of the natural world inside such as natural light, ventilation and greenery to create a natural working environment.
Sender’s Address
Recipient’s Address
Date
Dear (Recipient’s name)
I am keen to introduce you to a new office space Chequerstone Square that has the potential to positively transform your team’s working environment.
As we discussed, the place in which your team operates plays a crucial role in their productivity, creativity, and well-being. That is why I believe these offices which are located within a prime business area are ideally suited to your needs. I am confident they have the potential to deliver the following benefits:
Well-being
Our spaces incorporate abundant natural light, and indoor gardens. These features have been shown to reduce stress, increase focus, and improve overall mental health.
Productivity
Studies show that working within natural elements reduces stress, uplifts spirits and creates an environment which translates into improved performance and creativity.
Sustainability aligned to your corporate environmental policy
We use sustainable materials, energy-efficient systems, and water-saving technologies which align with your corporate sustainability policy.
Design
A biophilic office communicates your brand’s dedication to innovation, wellness, and the environment.
Cost
A 5-year lease will amount to £… pa which we understand is within your outlined budgetary figures. I am pleased to inform you that the client is also prepared to offer a financial incentive of a 50% reduction over the first 3months if the lease is signed before date …
Visit
I would be delighted to give you a tour of this office space and discuss how we can tailor the environment to your needs.
Please let me know of a time which would be convenient for you to visit. Alternatively, please feel free to call me on …………
Yours sincerely,
Sender’s name
Phone details
Top Tips
Energise your prose by writing in the active.
‘BT generated higher profits’ has greater energy than ‘Higher profits were generated by BT.’
Use strong verbs in preference to weak verbs.
‘Revenues accelerated’ is stronger than ‘Revenues grew quickly.’
Use short words in preference to long words where appropriate.
For example: End rather than Terminate or Ask rather than request
Write short sentences in preference to long sentences.
Long sentences rarely get the message across better than several short sentences.
Produce short paragraphs.
Many lines of text are difficult to read. Aim for a maximum of 4 or 5 lines per paragraph.
Avoid packing text with numbers.
Enable figures to be understood at a glance. Use bullet points, tables or charts.
Ensure your explanations are complete.
Good narrative doesn’t beg questions but answers them. Test your statements with Who? What? When? Where? Why? and How?
Keep focused.
Provide as much information as is necessary, but no more than is necessary.
Respond to questions straightaway.
Don’t build up to your answer. Start your response to a question in your first sentence.
Prioritise your content.
What comes first must be the most important point. What comes second must be the second most important point, and so on.
Discover More
Boost your skills quickly, easily, and affordably with our brand-new online video course, Mastering the Art of Essential Business Writing, available for just £49.
Designed with your success in mind, this course covers everything from foundational principles and grammar essentials to advanced techniques such as crafting compelling executive summaries.
You’ll master the power of words, sharpen your reasoning and logic, and learn how to persuade and summarise effectively. You’ll achieve the ability to:
- · Engage because of your improved level of grammar, punctuation, and writing technique.
- · Communicate effectively because of your ability to present information with logic and reasoning.
- · Craft documents from polished emails to highly readable plans and reports.
- · Persuade by deploying effective literary techniques.
Need Tutor Guidance?
We make learning effortless. You can book a personal tutor for one-on-one guidance for 30-minute sessions via Teams.
Interactive Learning
This course goes beyond theory with practical exercises and quizzes designed to reinforce your knowledge:
- · Quizzes: Test your understanding after each module to ensure you’re on track.
- · Hands-On Exercises: Apply your skills in realistic business scenarios to gain practical experience.
Flexible Learning
Study at your own pace from anywhere in the world. Whether you’re aiming to enhance your daily communication or elevate your business writing, this course is tailored to meet your needs.
