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Writing a business letter

Using the correct language and tone

      Business letters ..I.. be written in a formal tone using business-like language. Although it ...II... be suitable to use a friendly and informal style for an office memo, you ..III.. remember that a business letter normally conveys information on a professional matter and the language used should reflect this. However, avoid using technical terms or jargon which may be unfamiliar or confusing to the reader.

Using correct spelling, punctuation and grammar

      Using correct spelling is very important especially in regards to people’s names and any business or technical terms that you may be using. You can use the spell check facility in your word processing package or consult a dictionary before having someone review your letter.

      Punctuation helps the reader understand your letter so it is important that you know how to use it correctly. You also need to be aware of where punctuation is used in a letter. For example, unless instructed otherwise, you should use the open punctuation style for correspondence. Open punctuation means that you do not use punctuation other than in the actual text. For example, the inside address would not have any punctuation. Open punctuation is often used in business correspondence to speed up the process of creating letters.

      A simple grammatical error can easily make your letter look unprofessional. Make sure that you understand the basic rules of grammar.

      If you are uncertain of the rules on punctuation or grammar then it would pay to consult an English language handbook or you could ask your supervisor.

Conveying the correct information

      The purpose of a business letter is to convey specific information. Therefore, you must ensure that the correct details are provided. Any figures or financial information should be thoroughly checked before being reviewed by the person signing the letter.

Ensuring the correct enclosures are included

      If the letter indicates that other documents will be enclosed then you must make sure that the correct documents are in fact enclosed.

Reviewing your

      work Whenever you prepare a business letter, firstly prepare a draft copy which you have checked thoroughly. This draft copy should be presented for review. The review process may result in corrections or further information being added.

      Make the appropriate changes and then present the letter again for another review. This process should be repeated, until the person signing the letter is satisfied that it correctly conveys their message.

Spacing

      When you prepare your draft letter you should use one and a half or double spacing to allow the reviewer to easily make changes. The final letter can be prepared using single spacing unless your firm has other specific spacing requirements.

Filing business letters

      You will need to take a photocopy of the final signed letter prior to sending it to the intended recipient(s).

(https://www.dlsweb.rmit.edu.au/toolbox/legal/OFFICE/T01/T01_A/T1_LCBK.html#language)