The Business Letters

Previously, it was shortly discussed that Business Letters are written messages to a person or group within a professional setting. Business letters are used when the writer would like to be formal and professional.
     The main thing that differentiates a business letter from other letters is that a business letter is a legal document. The writer can be held liable for anything written in the letter. For example, if it is stated that a project will be completed by a certain date in a business letter, the project legally must be completed by that date. However, if the project can't be completed by that date, another letter can be written stating that the project is behind schedule and why. For this reason, business letters must be written differently than letters used for personal use.

     A business letter is used primarily to request or provide information, to relate a deal, to bring or continue conversation, or to discuss prior negotiations. A business letter can be classified as private, however, it is typically not circulated to others, but rather meant for the eyes of the participants involved. Therefore, a business letter needs to be clear, focused, and to the point. When writing a business letter, the author should avoid interjecting personal stories.

Reference: https://courses.candelalearning.com/technicalwriting1xmaster/chapter/business-letters-professional-and-technical-writing/

     A business letter needs to be concise and clear. Being too wordy is the biggest downfall in this form of writing. Keep sentences short and precise. Avoid over using adjectives and adverbs that distract from the focus of the message. Organize the letter from most important subjects to least. The content of the letter should be persuasive and usable. The tone of the letter should be formal and professional.

     Also, in a business letter, it is preferable to use personal singular pronouns like "I” and "you”. Avoid using plural pronouns like "we” since it can mislead the audience to assume that the company supports the message of the letter. In addition, personal pronouns are easier to understand, because it directly refers to the parties involved.

     Below is a sample of Business Letter, read and study its parts and see how it is done:


To learn more about Business Letters, go to the next page.

Last modified: Thursday, 6 October 2016, 2:19 AM