A business letter is the main element of business correspondence. The positive image of the company depends on the literacy of the document drawn up. Business letters are written by secretaries and assistant executives of the company.
Composing a business letter
Writing a business letter necessarily has a goal: to offer cooperation, increase sales to the organization, speed up the process of paying for goods, make claims, thank about something, conclude a deal, congratulate. The letter should be composed with a specific purpose and it should be expressed as much as possible in it. Be sure to find out the details of the company where you are going to send the letter. You need to know the maximum about a potential partner.
Often, companies send out a lot of letters with the offer of goods or services, but at the same time there is a minimum of information about the addressees. This is the main mistake of all novice businessmen. After all, it is always more pleasant for the recipient of a letter to know that they are being addressed to him personally. Addressing a person by name is the basis of a successful sales letter, for example. And even if you do not know the name of the addressee, in any case, you cannot write the person's position in an abbreviated version when addressing him.
Business letter design
Ideally, each company has its own brand name. It is on it that a business letter is drawn up. The letterhead always contains the name of the organization, actual and legal location, contacts, website, email address, logo and other information about the organization. Business letter margins: bottom, top, right and left have standard sizes. The left margin is 3 cm as all documents are sent to the filing. Right margin - 1.5 cm. Top and bottom indentation: 1 cm.
Every business letter starts with a short and catchy headline in the middle. The title will certainly reveal the content of the text. The header of the business letter contains: the name of the recipient company with the full name, as well as the position of the recipient (in the upper right corner). The upper left corner under the header is the place to indicate the registration (outgoing) letter number and date. If a business letter is written as a response letter, then you should indicate which document this letter responds to. The heading of a business letter is indicated after the date and number of the document. The sender's signature is indicated at the end of the letter. Also, the full name and position must be written.
If the letter contains any financial data about the company, then the signature of the chief accountant must also be at the bottom. The order of the signatures is as follows: first, the signature of the general director, and below it the chief accountant. Also, at the end of the letter, the official seal of the organization is put for signature. Times New Roman size 12 and single spacing is the standard for formal business correspondence. It is customary to send a business letter, which is a serious proposal, by mail, and not by fax or E-mail. The courier personally delivers the letter to the manager or secretary. Such a letter must be delivered in a large corporate envelope, which is printed by typographic method. All this works to create a favorable image of the company.
