Business letter

Purpose

The purpose of a business letter is varied. It depends upon the issue that you are writing about. It may be a letter of complaint, a simple inquiry, or a discussion of particular issues relevant to the business. They are either addressed to a business or from a business.

Tone

The tone and register of a business letter is always serious and formal. It is impersonal and focuses on matters of business. You should not use poetic or colourful language. You need to be as concise as possible.

Features of a business letter

• Strict format
• Stylised and conventional language
• Objective language

Hints for writing an effective business letter

• Keep your writing concise, address the facts and issues directly and succinctly.
• Avoid adjectives and any pleasantries outside of the stylised language.

Format and structure

Introduction

• Formal greeting - 'Dear Sir/ Madam', 'To whom it may concern,'
• Reason for letter - 'I am writing in regards to...' 'I appreciate your concern relating to the matter of...'

Body

• Explanation of issue
• Opinions
• Facts

Conclusion

• Reiterate purpose
• Propose solution
• Sign off formally - 'Yours Sincerely,'

Refer to animation How to write a business letter for details on format.