How to Write a Formal Business Letter |
Writing a
formal business letter is the core of effective business communication. It
should be well-structured and written in good business language. Most of the
letters in business communication are short and routine, and these letters can be
written or dictated without any special thinking and preparation. In business communication, you have to write
some letters that are very formal in nature, and they need to be written with
much thinking and careful preparation. The following guidelines will help you write
a well-structured formal business letter that will help you achieve your
objectives. Whenever you write a formal business letter, you should keep in
mind the following four points:
Introduction
or Opening
The first
paragraph of a formal business letter states the reason for the communication.
This section usually acknowledges previous correspondence, refers to a previous
meeting or contact, and provides an introduction to the matter being discussed.
Details
or Central section
This is the
main part of a formal business letter. This part gives the recipient all the
information he/she needs to know. You may also ask information in this section.
In fact, this section states all information simply and clearly. For the ease
of readability, you can use separate paragraphs or add sub-section here. This
section should ensure logical flow to a natural conclusion.
Response
or Action or Conclusion
The message of
this section flows logically to a natural conclusion. This section states the
action expected by the recipient. Action you are going to take is also
discussed here. This section also gives deadline if necessary.
Close
A simple one
line closing sentence that is usually necessary to conclude the letter
logically is given here. This concluding sentence should be relevant and
consistent to the content of the message.
Examples
I look forward
to meeting you soon.
Please let me
know if you need any further information.
I look forward
to seeing you next month.
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