Business Letter Closings – Are You Sincere, Faithful or True?

Business letter closings are part of a standard format but are subject to several variations. Sometimes called the “complimentary close”, business letter closings vary by geography, type of letter and sometimes relationship of the writer to the recipient. In learning how to write a business letter, pay attention to all three in choosing your close. Your choice can change the tone of your business letter, creating a more or less formal or friendly message. Depending on your standing with the recipient, as well as the part of the world you are both in, this can make a difference in how your message is received.

Geography

In the U.K., business letters almost always adhere to long standing tradition and close with Yours faithfully, while in North America and Australia, Yours sincerely is the norm. You’ll also see Yours truly on some letters.

Type of Letter

Formal business letter closings generally use the complete phrase, such as Yours truly, and sometimes it will be amplified to Yours very truly. Letters to professionals of high standing, such as judges or senior government officials, may close with Respectfully. In diplomatic circles, business letter closings can be quite elaborate and unusual, e.g. Your obedient servant!

Relationship

When writer and recipient know each other well, more casual closings are acceptable in North America and Australia, and sometimes even in the U.K. Popular choices include Best Regards, Regards, Cordially.

In all variations of business letter closings, the first letter of the first word is capitalized, but the second is not, e.g. Yours sincerely, not Yours Sincerely.

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5 Points About Writing a Business Letter

Letter writing was sure an art and it still remains the same, but with the electronic mails coming of age, the format and language of writing the content is surely changing. For example, referring to the subject matter, i.e. giving reference to context and writing the introduction section, etc. It is being more informal these days, though a well drafted business letter can make a lot of difference in the actual business professional world.

Tips for Writing Business Letters

The convention of letter writing remains like the olden days with the basic rules with reference to the content of a letter. It remains the same as any formal letter, that is to say, the sender’s address, date, recipient, introduction of the letter, body, and closing of the same. In the following, find some useful tips for writing a business letter.

Layout: The layout of the formal business letter is the blocked one, which is also known as the American letter writing format. Unlike before, the British writing format has been long gone and it has been replaced with intending all the contents to the left of the page.

Structure: The skeleton of the business letter has an additional section for mentioning details about the issue referred in the letter. It starts with the addresses and subject line. Be brief while writing the subject section. It should just be a pointer.

Content: Here you should mention the purpose of writing the letter. You may mention the business deal or proposal you are referring to in case it is about something related to that. If it is for a different purpose, then you may write it in the subject line, for example if it is an inquiry. It is required to give technical details, though in the first paragraph only. For example, the date, invoice, reference or deal no., etc.

Tone: Depending on your purpose, you can vary your tone of writing the letter. For example, if it is a business proposal you are drafting, it needs to be persuasive in nature. If it is a thank you letter, you need to be courteous. Use jargon with the appropriate recipient.

Reference: The last section of business letters are very important. You are required to mention the references to the issue you are talking about, along with names and contact details of the people associated with the same.

These were some tips for knowing how to write a business letter. Last but not the least, you may include a section naming ‘Enclosures’ at the end of the letter. This again depends on the nature of your subject.

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Proper Business Letter Creation

If you are in the business world, then creating a business letter is no longer new to you. It is a normal part of the business world because of lots of announcements, acknowledgments, appointments, authorization letter and many others. As you use business letter format, you are communicating with a sense of professionalism. A good business letter doesn’t need to be too long. Remember that you are writing with businessmen and with busy people. You don’t have all their time. Three paragraphs would be good enough.

The first paragraph of a business letter should contain the main point of the letter. You can start with a friendly opening then quickly proceed with the main point. Be specific. Use a few sentences to explain your purposes but remember no to go for further detail until the next paragraph.

The second paragraph should now contain the accurate details of the purpose of the letter. The second paragraph is the backbone of the purpose you have mention in the first paragraph. This is an important part because it will give justification or reasoning on why you wrote a letter to the reader. The second paragraph is also called the body of the letter. This is also the part where you can insert more information about you or more information about the reason you wrote.

Lastly, the last paragraph should tell the importance of the letter. If you are writing for an employment better put your contact information in the last paragraph. On the other hand, if you are writing because you want to inform the reader, the last paragraph should contain your appreciation for the reader’s time. The last paragraph should end with a call to action. It should also contain your hope that the reader will respond to your letter.

Business letter should be short yet clear to take into consideration the time of the reader. If you are sending a letter enclosed with additional documents, don’t forget to put an enclosure line. Also if your letter is not for a single person alone it is best to include carbon copy of the letter for the other receiver or receivers.

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Having a Business Letter Format Makes Writing a Business Letter a Breeze

We will all go through writing a business letter at least once in our lifetime. It does not matter if you are an employee, an owner, a stay-at-home mom (or dad) that has her own business at home; we all have to go through writing it. It cannot be avoided!

To be able to write an efficient and effective business letter, you have to know your purpose for writing one. It can be informational, persuasive, motivational or promotional. You have to know that there are business letter formats that you can follow. With the format, it is now easier to make a letter that looks and sound professional. But the format does not include the words that you are going to write.

Just remember that you should use words that are clear and concise. Never be vague especially if you are trying to ask something from your recipient. Most people will not have the patience or the time to decipher what you are saying. Besides, nobody assumes in the corporate world. So many mistakes have already been made when one assumes or guesses what the other party wants. Just make your point in as less words as possible. Do not put unnecessary details into your letter.

So even if you are writing a complaint letter, remember to always remain professional. Simply state the problem, remain polite and respectful and do avoid threats and most especially curse words. Do not worry because once you get a hold of a business letter format, writing your business letter will become a breeze.

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The Correct Business Letter Format Should Be Used

Knowing how to write a business letter is important especially if you are in a business. How the words are constructed together and the template itself is different from any other letter. Although how it is done would depend on the type of the business relationship between the one company and its recipients. There are many types of business letters. One thing is for sure, whatever type is used; it uses formal language and 8 1/2″ by 11″ unlined paper.

There are a lot of business letter formats that can be used. However, the block format is the simplest and the most widely used amongst all of them. Just keep the following things in mind since they are quite common in all of them: the return address of the letter writer should be indicated, the date of the letter, the complete name, title and address of the recipient should be indicated and the appropriate salutation with a colon should be used. Do not forget that the body of the letter should be short. Businessmen especially the owners do not have the time to read a long letter. In fact, it should not have more than 4 paragraphs.

Actually there is a preformatted business letter format that you can always use to help you out. It will make sure that your letter has the right space in between paragraphs, the right margins and size of the indentation and even the right font and its size. It is important that use the correct business letter format because of the impression that it will give your recipient about you and your business.

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