Steps to be Followed
- As already mentioned, you are going to write this letter to corporates, rather, people you do not talk to on a daily basis, unlike a personal letter you write to friends and families. Thus, it is important that you use the official, standard format.
- The first thing that you need to keep in mind is writing the name and address of the recipient and the name and address of the sender.
- First, on the left-hand side of the letter, write down your own name and address. Write down the address of your company if you are writing on the behalf of the company.
- Leave a line, and on the right-hand side of the letter, write the name and address of the recipient. All this should be written clearly.
- Next, you have to the write the date on which you are writing the letter. This should be written on the left-hand side of the letter and you can either use the MM/DD/YYYY or DD/MM/YYYY format.
- The salutation follows next. Now, unlike an informal letter, you cannot write ‘Dearest’ or ‘My Dear’. Here, you may write ‘Dear Sir/Madam’ or if you know who you are writing to, you can use ‘Dear Mr./Miss/Mrs/Ms.’.
- While writing to a female, it’s best that you address her as ‘Ms’ rather than as ‘Miss’ or ‘Mrs’, unless asked to do so.
- Next, you have to give the reference as to what made you write the letter. The reference might be an advertisement in the newspaper or may be you are just replying back to a letter that you were already sent by the company.
- Use clear and simple language. Do not use flowery language to try to impress the recipient, and also, do not use an extremely high-standard language, and try to show off your vocabulary skills. Keep the letter short, simple, and neat.
- Mention the reason for writing the letter. Maybe you want to apply for a job, or you want to make a deal with the company, etc. Do not forget to write the reason.
- Be polite while trying to convey something. Even if you are writing a complaint, you should be polite. Use words like ‘Could you possibly’, ‘I would be grateful if you could’, ‘I would be delighted to’, etc.
- Mention any documents you are plan to enclose with the letter. If possible, give a list of what all you have enclosed.
- Sign off politely using words, like ‘Thank you for your help’ or ‘If you have any questions, you can call us’, etc. Then, add your signature and end the letter with ‘Yours faithfully’ or ‘Yours sincerely’.
Professional Letter Format
|Your Own Address
Name of your City and Pin Code
Name of Receiver
Dear Mr/Miss/Ms/Mrs (If you know name) or Dear Sir/Madam,
Ref: Write what made you write the letter.
In the first paragraph, tell the reader something about yourself and also why you are writing the letter. Make sure that you sound professional enough.
In the next paragraph, mention the reason for writing the letter in details with facts and examples etc.
End the last paragraph with a polite note saying what you expect the reader to do or how grateful you would be for their help.
(Your name and signature)
Now that we have seen the template, in order to make your work easier, I have also included an example which will make your work even easier.
|Mc. Taylor Cotton House
45 ABC Avenue
New York 1233
email: [email protected]
January 11, 2009
Dear Mr. Bravo,
Ref: This is in reference to your advertisement dated January 9th, 2009 (New York Times, ‘HR person required’)
At present, I am working with ________ as a Human Resource Manager. I would love to work with Ralph Cotton in the future. I had viewed your advertisement online and I fulfill all the requirements that you are looking for in your HR-to-be.
I have enclosed my resume and other documents along with this letter. I would be grateful if you could go through the documents and let me know if I am the right candidate for this post.
Thank you so much for your help. Hope to hear from you soon.
This is just one example. You have to change your content depending on the person to whom you are writing the letter. With practice, you will gradually learn how to write efficient business letters.