Klariti Small Business Tips and Tools

About Us Free Tools Tips Templates Affiliates Site Map

MS Word template

How to Write Business Letters That Get Read Every Time

The two most important parts of any business letter are:

  • The first paragraph, which introduces the purpose, and
  • The last paragraph, which describes the outcome.

Getting started - What is the purpose of this letter?

The purpose identifies the reason you’re writing the letter.

You can get to the point straightaway; there's nothing wrong with saying: "This press release is to let you know that . . "

Introduce the Purpose

You can also introduce the purpose by, for example, saying you hope to see them soon, or thank them for a recent meeting.

Business Plan Template - Download Now

Download Now for only $9.99 - Buy Here!

Don't overdo this. Use it solely as an introduction, and then move into the main pitch.

But, there are exceptions...

Sometimes you don’t have to include the purpose in the first paragraph.

Examples of this are:

  • Good news letters (and bad new letters) and
  • When requesting something that might have a negative reaction. For example, when asking for a raise you should highlight your accomplishments first and then explain the reasons why you deserve the raise.

Writing the Main Section

This section discusses all the essential points in the letter. The Who, What, Why, Where and How.

Write this from the reader's perspective; address their specific needs and requirements. Try to anticipate their questions and don’t stray outside the scope of the letter.

Summing Up the Letter

The last paragraph contains the outcome. It tells the reader:

  • What to do next (e.g. go online to download free software) or
  • What to expect. e.g. "I’ll call to discuss the software next week."

Keep your sentences and paragraphs short, and keep the letter's length to one page if possible.

P.S.

Research shows that brief letters are read first and responded to the quickest.



software testing templates

standard operating procedure templates

white paper templates

T e m p l a t e   S h o p

Action Plan Template

Audience Analysis Template

Availability Plan Template

Bill of Materials Template

Business Case Template

Business Continuity Plan Template

Business Plan Template

Business Process Design Template

Business Requirements Specification Template

Business Rules Template

Capacity Plan Template

Case Study Templates

Change Management Plan Template

Communication Plan Template

Concept of Operations Template

Configuration Management Plan Template

Conversion Plan Template

Datasheet Template

Deployment Plan Template

Disaster Recovery Template

Disposition Plan Template

Documentation Plan Template

Employee Handbook Template

Expression of Interest Template

Free

Grant Proposal Template

Implementation Plan Template

Invitation To Tender Template

Market Research Templates

Marketing Plan Template

Operations Guide Template

Policy Manual Template

Project Plan Template

Proposal Manager Templates

Proposal Template

Release Notes Template

Request For Proposal Template

Risk Management Plan Template

Scope of Work Template

Service Level Agreement (SLA) Template

Small Business Video

Social Media Policy Templates

Software Development Lifecycle Templates

Software Testing Templates

Standard Operating Procedures Template

Statement of Work Template

System Administration Guide Template

Technical Writing Templates

technical writing templates

Test Plan Template

Training Plan Templates

Training Plan Templates

Troubleshooting Guide Template

Use Case Template

User Guide Template

White Papers

Work Instruction Templates

How to Write

Action Plans

Business Writing

Business Proposals

Case Studies

Process Design

Project Management

Standard Operating Procedures Course

White Papers

Write for the Web

Grant Writing

Software Development Templates

 



Email Me Here

Endorsements | About Us | Contact Us | Site Map | Privacy | License | T&Cs | FAQs