Addressing business letters

Posted: 02/09/2007--25/11/2008 || Rate this Article: 3 || Views|| Sign In || Register ||Hello Guest

Whether youre writing a letter to the editor of your local paper or requesting restitution from a company in a complaint, you want to be taken seriously. Following the proper format will help.

The Format:

Put your name, address, city, state and zip code on three lines, all left-justified (each line starts on the far left of the page). It is also a good idea to put your phone number on a separate line, and, to make the letter more eye-appealing, put a space between your address and phone number, or better, place the phone number (and your e-mail address if you have one) in a right-justified position.

Next, skip two spaces, and put the date on a separate line.

Now skip two more spaces and format the addressees information as follows, left-justified:

Name, followed by title if known

Business name

Business address

City, State, Zip code

Then, skip one line before placing your salutation.

Already, you may be saying, wait, thats not how I was taught and youre probably right. There are several acceptable ways to format the address of a business letter, but few variations among those. Here is another:

Business name

Business address

City, State, Zip code

Attention: (name of person to whom youre writing)

It is important to note that both of these formats are equally acceptable, both in terms of postal delivery and business etiquette.

The Envelope:

In most cases, addressing the envelop to the correct person is enough to guarantee the letter will get opened. But not always. If youre concerned that your letter may be ignored or put on the later pile by a gatekeeper, consider flagging the envelop with a subject line. For example:

RE: our conversation about taxes 3-28-05

RE: your request for extended deadline

Or, if youre sending a work proposal or samples, its a good idea to jog the recipients memory with a line on the envelop that says, Requested samples enclosed or, Quote for deck job as requested.

Finally, since youre making an effort to ensure that your letter will be read and considered seriously, do what your English teacher suggested, and proofread it well. Better yet, read it out loud. When you hear what youve written, youll find many ways to improve the letter. Also, have someone else proofread it whenever possible. Theres a great value in having a fresh pair of eyes look over what youve writtenask that person to read it as if they were learning about the problem/topic for the first time.

Important Tips:

1. Get a name. Dear Sir, Dear Madam, and To whom it may concern are last resort salutations. They are also annoying to the reader. Call the business/organization youre writing, and get a name. Its easy, and its important. Just call and ask--most receptionists will know or will be willing to transfer you to someone who does. Using the correct spelling of the persons name also goes a long way toward getting your point across.

2. Dont use neon green paper, or any color other than white (although a light cream is marginal), dont use colored ink or fancy fonts. Business letters come in black ink on white paper. Even an overuse of bold or italicized type will make your message more suspect.

3. Keep a copy of the business letters youve sent. In some cases, they may serve as a paper trail, showing that youve tried to work things out with the company/other entity. Which leads to a final point

4. Dont say anything in writing that you wouldnt be willing to see used as evidence in a trial. Just in case.