How To Write A Business Letter In 2022 (Complete Guide)

Business letters can be used to communicate with others or make a good impression on a potential employer in your professional career. There are several types of business letters you can use, including cover letters, reference letters, and acceptance letters. You can gain confidence in professional written communication by learning how to write a business letter. 

This article will tell you how to write a business letter, explain the basics of what a business letter is, how to format one properly, and provide an example to help you create the perfect business letter. 

Business Letters: What Are They?

When you write a business letter, you ensure you communicate information as effectively and politely as possible in an executive environment. Business letters are typically used when communicating with colleagues, clients, stakeholders, or other parties. Business letters can be sent in hard copy format, but electronic business letters sent via email are more prevalent now. Using an official business letter can alert the recipient that the content is serious and demands attention or action. It can also encourage recipients to respond in a timely manner.

How To Write A Business Letter

To write a business letter, follow these steps:

1. Your Business Letter Should Have A Purpose

It can be helpful to plan the content of your business letter by determining its purpose. In addition to determining its structure and the way you present the most important information in your business letter, its purpose may also influence its content. You should also consider who you are sending your letter to, as this may affect the relevance of the information. Your letter’s tone and language may also be affected.

When you write to a department head or director of a company, your tone can convey your respect for their position. When writing to a colleague, you may alter your tone and language based on your relationship. Business letters should have a professional undertone, regardless of the relationship between you and the recipient.

2. Begin Your Letter With A Greeting That Is Appropriate

Greeting the recipient appropriately is an excellent way to convey respect and politeness in a business letter. Since a business letter is a formal correspondence, a professional greeting is essential. The following greetings are appropriate:

Dear [Full name]

Dear [Mr/Ms. Last name]

To Whom It May Concern

When you are unsure of the recipient’s name, you can use ‘To Whom It May Concern’, but you should always research the recipient. It allows you to personalize the letter’s content and encourages the recipient to respond as soon as possible. Greetings like ‘Hi’ or ‘Hello’ should be avoided, as they are less formal and may appear unprofessional to the recipient.

3. Make Sure The Content Of Your Letter Is Relevant

The opening paragraph of your business letter should also convey your intentions. You can convey only the most important information in your letter by being clear, concise, and accurate. You will save time and that of your recipient by avoiding irrelevant details. It is also best to avoid long, descriptive writing techniques.

By addressing the purpose of your correspondence early in your letter, you ensure the recipient doesn’t miss any details you intend to convey. The first paragraph of your letter can begin with a statement like ‘I am writing to inform you’ or ‘I look forward to discussing’. Your recipient may be more likely to take action after reading this type of phrasing and hold their attention.

4. Write Your Letter In A Logical Order

The main body of your letter can be more easily read and more relevant to the recipient if it is structured and organized efficiently. A business letter should not exceed one page in length. Your letter should be divided into paragraphs, with each new discussion point having its own paragraph. You can make important information stand out by using other tools, such as bold or italic text.

5. A Call To Action Should Be Included At The End

Including a call to action statement at the end of your letter can tie together the points you’ve made and encourage the recipient to take action. A call to action may include a question, an invitation to discuss, or another action, such as a response to the letter. Your correspondence can be concluded with a formal signature and a thank you note for their time.

6. The Best Time To Write A Business Letter

There are a variety of uses for business letters, and their format is versatile. Business letters may be written in the following situations:

Several former colleagues may be qualified to write letters of recommendation for you, so long as you have a good relationship with them and are able to vouch for their professionalism. Formatting a letter of recommendation as a business letter can make a good impression and encourage the recipient to take your correspondence seriously.

Writing a motivation letter to a potential employer is a good way to encourage them to consider you as a candidate. When you detail your skills and experiences that relate to the position, you will be an attractive candidate for the job.

You may write a letter of acceptance to an employer who has offered you a position, including any information the employer may have requested to begin your employment. A letter of acceptance can also convey your gratitude to an employer for their offer, which is a great start to any professional relationship.

Template For Business Letters In 2022

To format your correspondence, you can use the following business letter template:

[Your full name]

[Your job title]

[Company]

[Street address]

[County]

[Work phone number]

[Work email address]

[Date]

[Recipient’s full name]

[Recipient job title]

[Company]

[Street address]

[County]

[Work phone number]

[Work email address]

Dear [Recipient’s Last Name],

[Introductory paragraph]

[Main body paragraphs]

[Closing paragraph]

Sincerely,

[Signature]

[Full name Last name]

Example Of A Business Letter

Here is an example of a business letter that you can use as a model:

Dale Cooper

Senior Investigator 

February Bingberry International 

60 Pine Road

Twin Peaks

Washington

01-2314567

[email protected]

September 1, 2022

Albert Rosenfield 

HR Manager

Blue Rose Capital

49 Black Lodge

Seattle

Washington

[email protected]

Dear Mr. Rosenfield,

I am writing to recommend Mr. Harry Truman, a former employee of Twin Peaks Sherrif Department, for your position. For three years, Mr. Truman worked at Twin Peaks Sherrif Department as a Burea Chief. During that time, Mr. Truman has been one of the most productive members of our team. Team player with excellent communication and collaboration skills.

Mr. Truman also demonstrated excellent project management skills while at our organization. Over the course of his three years as an employee, he continued to improve these skills. We named him ‘Most Improved’ employee of the year in 1991 for his participation in professional development courses.

As a member of our team, Mr. Truman consistently displayed a positive attitude and motivated others. Our company sorely misses his ability to inspire others in his role as a Bureau Chief. The attention to detail he displayed contributed to the success of our company and is highly valued by all members of the team.

I am confident that Mr. Truman will be a great fit for your company, bringing these skills and experiences to any future positions he takes on. It is my belief that he will be an asset to your company as an employee.

If you would like more information or specific examples, I am happy to provide them. From Monday to Friday, you can reach me at 01-2314567. You can contact me if you would like to discuss the situation further. I hope my letter of recommendation has given you the confidence to hire Mr. Harry Truman.

Sincerely,

Dale Cooper

Special Agent