Business Communication: Letter Writing -

How to Write a Strong Formal Letter

1. Business Communication: Letter Writing
2. Formal Business Letter Writing Structure
   
3. Formal Business Communication Writing Tips and Tricks

1. Return Address – Should appear in the upper right hand corner. This should always be included, because it’s where the recipient will refer when writing a return letter.
2. Date – Should appear under the return address.
3. Mailing Address of Recipient – Should appear on the left hand side and one line below the return address. Providing this helps ensure the letter gets to the appropriate person.
4. Salutation – Should appear two lines below the recipient’s address and should be addressed to the person it’s intended for. Do not use “Dear Sir or Madam” or “To Whom It May Concern.” Not providing an exact name might prevent the letter from making it to a person who can act on it. Make a phone call or visit a website to determine an appropriate recipient.
5. Body – The body of the letter should have three parts. The introduction indicates who you are and why you are writing. The middle should provide details and encourage the recipient to react in some way. The closing should tell your reader what action you recommend they take.
6. Valediction – Should appear on the left side, two lines below the body. This is the line before your signature and could be “Sincerely,” or “Sincerely yours.”
7. Signature – Should be located below the valediction. Signing your name indicates you support and stand behind what was written. It’s also a good idea to type your name a couple of lines below, so the reader is sure to know who is writing them.
8. Enclosures - Should be located below the signature. If you have included any additional materials, describe them here. This can be a brochure, price sheet, business card, etc. For example: Enclosures (2): business card and price sheet

• Be sure you proofread your formal business letter several times. You only have one chance to make a first impression and people are unlikely to read letters that are formatted incorrectly or include grammatical mistakes. 
• The copywriting formula AIDA applies to letter writing. You get the reader’s attention, then get their interest, then stimulate their desire and then tell them what action to take. Some possible attention grabbing lines could be:

• Create interest by promising to solve a problem with your great product, service or a unique partnership opportunity.
• Stimulate their desire by detailing how you can help them.
• Ask for the action you are looking for. Don’t leave it to the recipient to figure out.

In the end, formal business letter communication writing should be about the person receiving it. By following an easy to understand format and writing in a clear and concise way, you are making it easier to get your points across. This will make it more likely for you to get the action you desire.