Writing a business letter may seem like such a daunting task as it requires high levels of professionalism. When writing a business letter, you have to carefully choose your words as we do have the tendency to be misunderstood without verbal cues to portray your emotions to the listener (or in this case, reader). When writing a business correspondence, you have to maintain a respectable appearance. These letters, after all, serve as an official document between an agreement or exchange between two or more parties who have a professional relationship with each other.

Writing a business letter may seem like such a daunting task as it requires high levels of professionalism. When writing a business letter, you have to carefully choose your words as we do have the tendency to be misunderstood without verbal cues to portray your emotions to the listener (or in this case, reader). When writing a business correspondence, you have to maintain a respectable appearance. These letters, after all, serve as an official document between an agreement or exchange between two or more parties who have a professional relationship with each other.

Check out these Sample Letters for a guide in formatting and composing letters.

Professional Business Letter Example

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Size: 41 KB

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Professional Business Letterhead in PDF

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Size: 14 KB

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Professional Business Reference Letter

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Size: 93 KB

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Business Letters

Business letters have a variety of different contents. They may be Executive Cover Letters or may serve as official memos or contracts. Because these may be considered as the official documentation of actions taken by a company or a professional, it is vital that proper practices would be observed when writing a business letter.

Professional Business and Personal  Letter

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Size: 18 KB

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Professional Business Invitation Letter

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Size: 50 KB

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Standard Business Letter Format

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Size: 479 KB

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Format and Contents

The format and contents of your letter might vary slightly depending on what country you are in or to what regards you are writing. There is but one universal rule that you must observe when writing a business letter: keep it professional.

The rest are mostly just suggestions to make composing your letter easier and sound more persuasive. There are some tips and reminders in there too.

  • Keep the format formal. Choose an easy-to-read font like Times New Roman or Georgia. Arial may be acceptable as well, though it may appear a little less authoritative than the first two. Don’t size your letters too large or it’ll look like a kid’s book, or too small as it might irritate the reader. Keep it between 10 to 12.

  • If your company has a letterhead, include it on top. If not, then just put down your name (if you’re self-employed), your company’s name, address, and contact information in different lines on the top corner.

  • As much as possible, know who should be reading the letter and address them. Write their complete name and position. Write the name of their company and its location as well.

  • While calling the recipient “dear” and honorifics are not necessary, you should know the name of the recipient. Call the company to ask, if you must. Make using a general salutation like “To Whom It May Concern” your last, desperate option.

  • “Sincerely Yours” is an acceptable closing salutation, but “Love” is not. Do not, under any circumstance, sign a business letter with “Love.”

  • If you are uncomfortable using intimate-sounding salutations, you may simply use “Thank You,” “Regards,” “Best Wishes,” or “Sincerely.” Other opt to simply sign their names.

  • Use a pen with blank ink that flows nicely for that clean, formal look.

Official business documents come in many forms like letters, notes, notices, and memos (and these may come in in the form of a letter as well). Another documentation you may find in the office are contracts, which are written differently from a letter. Here are some Agreement Letter Samples you might want to take a look at.

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