Looking for basic business letter writing format with the correct margin and spacing? We will guide you by giving sample and tips which will help you to write a good business letter.
In the end of article, you will understand the basic format of a business letter as well as the pitfalls to avoid in letter writing.
Business letters generally conform to one of four indentation formats which is block, semi-block, modified block and modified semi-block.
Try to keep your business letters to one page if possible. It should be typed and printed out on standard 8.5″ x 11″ white paper.
Block Letter Format
To simplify matters we’re demonstrating the block letter format on this page, one of the two most common formats in business letter.
The block letter format is by far the simplest. Every part of the letter starts at the left margin with spaces between each part.
The order for the parts of the block letter are address, date, attention line, salutation, subject line, body, complimentary close and signature.
All the information is typed flush left with one-inch margins all around when you use the block form to write a business letter. The paragraphs are not indented and are separated by double spacing.
What about the common pitfalls in business letter writing? Be aware of the mistakes and avoid it at all cost in business letter writing.
8 Mistakes To Avoid In Business Letter Writing
- Do not use jargon, acronyms or industry buzz words on your letter.
- Fail to identify and connect to your audience. Take a moment to understand your audience and keep your letter short and concise when writing to top management people.
- Too many unnecessary words in your business letter. Example: In the vicinity of Near.
- Writing with uncommonly used words. Using an extensive vocabulary in writing may cause the reader to figure out the content of the letter.
- Excessive use of exclamation marks or question marks. Example: I can’t believe it!!! Who are you??? Business letter should be written without any exclamation marks.
- Error in apostrophes. Example: 80s instead of 80′s when describing on time frames such as decades.
- Cracking jokes, humor and sarcasm will not please the audience and waste their time in reading. Get straight into the point and be professional.
- Fail to proofread for spelling and grammar mistake. Make it a compulsory action or habit to do a proofread in the end of letter writing.
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