As one of the most formal documents you can send, a letter conveys a high degree of respect to its recipient. Sending a letter is your way of saying that the recipient matters. Letters are usually one- to two-page documents sent to people or organizations outside of the organization from which they are sent, whereas memos are equivalent documents for formal communications within an organization.

Common Letter Writing Situations

Though we use email for many of the occasions that we used to send letters, letters are still sent rather than emails for several purposes:

• Cover letters to employers in job applications
• Thank-you letters and other goodwill expressions
• Letters of recommendation (a.k.a. reference letters)
• Letters of transmittal to introduce reports or proposals
• Campaign initiatives, such as for fundraising or political advocacy
• Official announcements of products, services, and promotions to customers (although this has been taken over largely but social media)
• Claims and other complaints sent to companies to lay down a formal paper-trail record as evidence in case matters escalate into the court system
• Formal rejection notices to job or program applicants (although this has been largely taken over by emails)
• Collection notices to people with overdue payments

In these cases, letters offer the advantage of formality, confidentiality (it’s illegal to open someone else’s mail), and a record of evidence.

Letter Structure

There are two main types of letters: block-style letters and modified-block style. The block style used by organizations has a company letterhead at the top, whereas modified-block letters are typically written independently by individuals. Regardless of the type of letter you need to write, it can contain up to fifteen elements.

ELEMENTS OF A LETTER

• Return Address or company letterhead
  • This is your address where someone could send a reply. If your letter includes a letterhead with this information, either in the header (across the top of the page) or the footer (along the bottom of the page), you do not need to include it before the date.
• Date
  • The date the letter was written, in long form Tuesday April 30, 2024.
• Recipient’s contact information
  • Includes recipient’s name, title and company (if applicable) and the receiver’s address.
• Reference (RE) which is optional
  • Like a subject line in an email, this is where you indicate what the letter is in reference to, the subject or purpose of the document.
• Opening salutation
  • Includes an appropriate greeting.
•  Body
  • Introduction: Write an introduction with the main idea.
  • Main Idea: Develop the main idea in body paragraphs.
  • Conclusion: End with a closing paragraph.
• Closing salutation
  • Includes an appropriate closing.
• Name & Signature
  • Signature Block: Five lines after the close, you should type your name (required) and, on the line below it, your title if appropriate.
  • Enclosures: Just like an email with an attachment, the letter sometimes has additional documents that are delivered with it. This line indicates what the reader can look for in terms of documents included with the letter, such as brochures, reports, or related business documents. Only include this line if you are in fact including additional documentation.
  • Logo or Contact Info: A formal business letter normally includes a logo or contact information for the organization in the header (top of page) or footer (bottom of page).

Body

INTRODUCTION

This is your opening paragraph, and may include an attention statement, a reference to the purpose of the document, or an introduction of the person or topic depending on the type of letter. An emphatic opening involves using the most significant or important element of the letter in the introduction. Readers tend to pay attention to openings, and it makes sense to outline the expectations for the reader up front. Just as you would preview your topic in a speech, the clear opening in your introductions establishes context and facilitates comprehension.

BODY

If you have a list of points, a series of facts, or a number of questions, they belong in the body of your letter. You may choose organizational devices to draw attention, such as a bulleted or numbered list. Readers may skip over information in the body of your letter, so make sure you emphasize the key points clearly. This is your core content, where you can outline and support several key points. Brevity is important, but so is clear support for main point(s). Specific, meaningful information needs to be clear, concise, and accurate.

CONCLUSION

An emphatic closing mirrors your introduction with the added element of tying the main points together, clearly demonstrating their relationship. The conclusion can serve to remind the reader, but should not introduce new information. A clear summary sentence will strengthen your writing and enhance your effectiveness. If your letter requests or implies action, the conclusion needs to make clear what you expect to happen. This paragraph reiterates the main points and their relationship to each other, reinforcing the main point or purpose.

Salutations

OPENING SALUTATIONS

A common salutation may be “Dear Mr./Mrs./Ms. + (last name).” If you are unsure about titles (i.e., Mrs., Ms., Mr., Mx., Dr.), you may simply write the recipient’s name (e.g., “Dear Cameron Rai”) followed by a colon. A comma after the salutation is correct for personal letters, but a colon should be used in business. The salutation “To whom it may concern” is appropriate for letters of recommendation or other letters that are intended to be read by any and all individuals. If this is not the case with your letter, but you are unsure of how to address your recipient, make every effort to find out to whom the letter should be specifically addressed. For many, there is no sweeter sound than that of their name, and to spell it incorrectly runs the risk of alienating the reader before your letter has even been read. Avoid the use of impersonal salutations like “Dear Prospective Customer,” as the lack of personalization can alienate a future client.

CLOSING SALUTATIONS

Tips for Effective Business Letters

Here are some tips for writing effective business letters:

• be clear, concise, specific, and respectful.
• each word should contribute to your purpose.
• each paragraph should focus on one idea.
• the parts of the letter should form a complete message.
• revise the letter for errors.

Attribution

This chapter is an adaptation of 6.5 Letters by Venecia Williams & Nia Sonja and is licensed under a Creative Commons Attribution-ShareAlike 4.0 International License, except where otherwise noted. You can download this book free at Fundamentals of Business Communication Revised (2022) Copyright © 2022.