How to Write an Effective Business Letter in English

How to write an effective business letter in English. An effective business letter can help you communicate professionally and efficiently with clients, customers, and colleagues. It is an important tool for building relationships, making a good impression, and conveying important information. Writing a well-crafted business letter can be a daunting task, but by following a few simple guidelines, you can create a clear, concise, and professional letter that will achieve your desired outcome. In this guide, we will go over the key elements of a business letter, including format, tone, and content, and provide tips on how to write an effective business letter that will get results.

Contents

How to Write a Business Letter

What Is a Business Letter?

A business letter is a formal written communication between two parties, typically in a professional setting. It is used for a variety of purposes, including making inquiries, making requests, providing information, or making complaints. A business letter is typically typed and printed on letterhead and can be sent via mail or email. It follows a specific format, including a date, the sender’s and recipient’s addresses, a salutation, the body of the letter, and a closing. Business letters may also include attachments such as resumes, invoices, or other documents. They are used to convey important information in a professional and organized manner.

Who Need to Write Business Letters?

Letters are written from a person/group, known as the sender to a person/group, known in the business as the recipient.

Some examples of senders and recipients:

business «» business
business «» consumer
job applicant «» company
citizen «» government official
employee «» employee
staff member «» staff member

Why to Write Business Letters?

To persuade
To inform
To request
To express thanks
To remind
To recommend
To apologize
To congratulate
To reject a proposal or offer
To introduce a person or policy
To invite or welcome
To follow up
To formalize decisions

Common Errors in Business Writing

Here are some common errors in business writing that you should notice:

1. Colloquialism

Use of informal phrases in business writing is a major error.

Ex:

Mr.brown kicked the bucket on x day.
Mr. Brown died on x day.

2. Dated

Writing Dated on is incorrect but is used commonly.

For example:

Thank you for writing the letter dated on 17-March-2010.(Incorrect)
Thank you for writing the letter dated 17-March-2010. (correct)

3. Over and More Than

The word over is used for describing a physical position.

For example, The bridge led over the pond.

Wrong usage: Over 50 males participated in the race.
Correction: More than 50 males participated in the race.

4. Wordy Expressions

Using wordy expressions when a small one can do, is another common mistake

For example:

Due to the fact that she was attending the meeting…
Or Since she was attending the meeting…

5. Possessive form and contractions

The possessive form of it is often mixed with its contraction.

Its -> possessive form of it
It’s -> contraction for it is

For example:

When is our next meeting. Please confirm its date. ( Correct )
When is our next meeting. Please confirm it’s date. ( Incorrect )

How to Write An Effective Business Letter | Image

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How to Write a Business Letter

What Is a Business Letter?

Who Need to Write Business Letters?

Why to Write Business Letters?

Common Errors in Business Writing

How to Write An Effective Business Letter | Image

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