A well-polished business letter results when a business writer keenly observes for the following to be precise in the document – Format to be followed, Paper size and quality, Sender’s (individual or company) information, Date of the letter, Recipient’s (individual or company) information and the appropriate Salutation.
Paper Size and Quality
A business letter should be printed on A4 (or 8.5” by 11”) size paper unless it includes a contract which would eventually be printed on legal size paper. In the United States, 8.5 inch x 14 inch is the accepted legal size.Using the company’s letterhead is advised if a company mails a business letter. The act is considered more professional, and works as a mode of involuntary advertisements.
Format to be followed
Standard business practices need be followed irrespective of the particulars of the business letter you are drafting. The first standard rule would be to follow a single globally accepted font. Times New Roman is any day the best choice! It is advised to use block paragraphing. An inch long margin is mandatory on each side. This format applies for both a hardcopy and a softcopy. Hence, in the sense that even electronic mails should strictly follow the format prescribed. Online business writing jobs watch out for effective formatters and grab them by the hour.
Sender’s (individual or company) Information
Include your or the company’s name primarily under sender’s information, followed by the address! Choose either extreme left or extreme right immediately after the title. No such effort is required if these particulars are already printed on the letterhead.
Date of the Letter
A business deal is not complete without setting an inaugural date or a deadline. Most professionals opt to write the date as “January 1, 2016”. Online business writers should note that the date of the document should be justified to the left below the sender’s information.
Recipient’s (individual or company) Information
Begin from the recipient’s complete name, followed by his/her company’s name, and finally their address. Use a separate line to write each of these information. Often, freelance business writers are asked to address the document to one specific individual rather than the company.
The Appropriate Salutations
Salutation acknowledges respect; and when carefully chosen, it can act as a pacesetter between you and your client. “To Whom It May Concern” should be used when you have no idea whom to address the document.”Dear Sir/Madam” is among the safest choices at your disposal. “Dear Matt” can be used if you know the individual reading the document on the other side.Most important of them all: Do not ever miss out on the comma that is grammatically supposed to follow a salutation!