Business Letters

Business letters are written messages to a person or group within a professional setting.
Business letters are used when the writer would like to be formal and professional. Letters may
vary in length depending on the writer's objective, purpose, and message of the letter. The
letter can address anyone including, but not limited to:, suppliers, clients and customers,
managers, agencies and other business personnel or organizations. It is important to remember
that any business letter is a legal document between the interested parties. These documents
can be held for up to seven years, so it is important that all information is honest and
legitimate.
The Difference between a Business letter and other letters
The main thing that differentiates a business letter from other letters is that a business letter is
a legal document. The writer can be held liable for anything written in the letter. For example, if
it is stated that a project will be completed by a certain date in a business letter, the project
legally must be completed by that date. However, if the project can't be completed by that
date, another letter can be written stating that the project is behind schedule and why. For this
reason, business letters must be written differently than letters used for personal use.
A business letter is used primarily to request or provide information, to relate a deal, to bring or
continue conversation, and/or to discuss prior negotiations. A business letter can be classified
as private. however, it is typically not circulated to others, but rather meant for the eyes of the
participants involved. Therefore, a business letter needs to be clear, focused, and to the point.
When writing a business letter, the author should avoid interjecting personal stories.
A business letter needs to be concise and clear. Being too wordy is the biggest downfall in this
form of writing. Keep sentences short and precise. Avoid over using adjectives and adverbs that
distract from the focus of the message. Organize the letter from most important subjects to
least. The content of the letter should be persuasive and usable. The tone of the letter should
be formal and professional.
Also, in a business letter, it is preferable to use personal singular pronouns like "I" and "you".
Avoid using plural pronouns like "we" since it can mislead the audience to assume that the
company supports the message of the letter. In addition, personal pronouns are easier to
understand, because it directly refers to the parties involved.
PURPOSE OF A BUSINESS LETTER
The purpose for business writings is to inform readers of information you want to get across or
possibly persuade the readers to do something.
Business letters come in five main types, all with different purposes in mind: responding to
someone, asking permission for a project, petitioning something, acting as a cover letter, or
applying for a job. Knowing the different purposes of a business letter can mean prosperity for
individuals and companies in any business venture they pursue.

Delivering a Response
Business letters can be sent to deliver a response directed at a request for something a person
has applied for. These are usually sent to an individual from a business. Businesses or

organizations can respond to an application for a job, funds, a scholarship, or admission to a

program. The response can either be bad news, which is usually buried and cushioned between
kind, polite words and advice, or good news, which often comes attached with a
congratulations and further instructions. For legal purposes, response letters from businesses
are always written as politely as possible so as not to excessively offend anyone.
Asking for Permission for a Project
Business letters can be used for the purpose of asking the permission of a company to help with
any project, such as to allow filming on company property. These types of letter answers the
question, "is this project reasonable?" to convince the company that if they do not help, they
are the ones being unreasonable. If the project is reasonable, included are reasons why it will
not hurt the business's reputation, bank account and employees. A business letter can also ask
permission for a project by trying to convince the business that the project is beneficial for it.
This occurs by providing background information, history or the kinds of profits the company
will gain in return.
Petitioning Something
A business letter can be sent for the purpose of petitioning a problem that affects a group. This
letter includes a description of the problem or opportunity, a statement of who it affects and
approximately how many people are affected and the location of the problem. If the location is
not a specific one, a list of examples may be included. It also describes how pressing the
situation is, how many people are affected and how the sender plans to solve this problem-with or without the help of the business--to emphasize that the petition has a real purpose.
Petition:a formally drawn request, often bearing the namesof a number of those making the re
quest, that isaddressed to a person or group of persons inauthority or power, soliciting some fa
vor, right, mercy, or other benefit:
a petition for clemency; a petition for the repeal of an unfair law.
Cover Letter for a Resume
A cover letter is a kind of business letter attached to a resume. This letter is useful because it
lets businesses know the author can speak and write intelligently. It includes relevant
education, work experience, and a relation of the author to the reader. This letter's purpose is
to state that what the author is sending is a resume and whatever other job application
material may be requested (e.g., a sample of writing or design).
A cover letter, covering letter, motivation letter, motivational letter or a letter of
motivation is a letter of introduction attached to, or accompanying another document such as
a rsum or curriculum vitae.
Application Letter for a Job
Not the same as a cover letter, application letters are sent to potential employers to convince
them to interview the applicant. Application letters contain the job and how it was heard

about, the sender's qualifications and work experience that relate to the job, contact
information, and anything which they would like to state that is not already in their resume.
Application business letters are written to hook people into reading a resume in case there are
a lot of applicants for a job.
The function of an application letter is to market your skills, abilities and knowledge. The
application letter serves to supplement your rsum and/or formal application. On the other
hand, the cover letter simply acknowledges the transmission of the documents.
Application letter is if you intent to apply for a job and basically it contains your qualifications
and describes a bit of who you are and what have you done, as well as, your objectives why you
wanted to apply for a job... A cover letter is just a short simple letter and usually referring to
attachments.
KEEPING YOUR LETTER TO THE POINT
The first thing you need to make sure of when writing a business plan is to make sure that you
are not wasting the readers time. There are two questions to make sure that you are not
wasting their time and they are, "why am I writing" and "what do I want to achieve." If you are
able to answer theses two questions then, then you writing will be a third of what it would have
been if you as a writer just sat down and started to write. It is a good thing that your letter is
short because that way you are getting straight to the point of what you want you readers to
know.
Effective business letters are an important tool in the arsenal of every businessperson.
Whether intended to sell a product or service, or simply to introduce the writer himself, an
effective business letter must have a few basic characteristics to get a reader to respond
favorably. The letter must call the recipient to action and convince him to do what the writer
desires. All effective business letters have certain qualities in common.

Complete Information
An effective business letter has all of the information a reader needs to act appropriately. The
letter states clearly who the letter is from and where and how to respond. It states what the
letter is about, when action needs to be taken, where that action should be taken and why
action should be taken now. The business letter is full of information and leaves nothing out. It
has a clear call to action and tells the recipient how to perform that action.
Brevity
The effective business letter is not flowery or ornate. It is spare and to the point. There are no
wasted words. The language is concise in its delivery so that the reader is left with only the

information needed. A business letter is not a place to show off big words or poetry. Effective
business letters are short and to the point.
Benefits, Not Features
Effective business letters focus on the benefits for the recipient, not the features of the product
or information. It answers the question for the reader: "What's in it for me?" A business letter
takes into consideration the time constraints put on the reader and the needs that reader is
bringing to the table. It caters to them, making it easy for the reader to take the desired action.
Business letters focus on how the letter writer can help the reader, not why the reader should
help the writer.
Specificity
Use specific language when writing business letters. Tell readers exactly what they can expect
from products, services or businesses. Do not use vague language that may leave them
guessing. Use examples, if necessary, to further clarify language to make the business letter
clear to the reader. If a promise is made in a letter, be sure that the business can back it up.
Also, use action verbs instead of passive verbs to give your sentences strength.
Clarity
Avoid using jargon unless absolutely necessary in an effort to communicate clearly. It is
important to clarify exactly what the letter is offering and what the letter is asking the reader to
do. If not, the reader may not take the action requested, and the letter will not be effective.
Use clear, strong language to emphasize what the reader should do after reading the business
letter. Short sentences with strong, actionable verbs are recommended to encourage the
reader to act.
Etiquette
Be sure to follow proper etiquette in business letters. Make sure to find out the correct name
and spelling of the person who will be receiving the letter. Address them appropriately.
Respond to all letters that require a return reply. By following proper etiquette, a
businessperson shows that he has proper respect for the person he is writing to. That respect
can go a long way towards making the reader of the letter take up the call to action.
Correctness
From the formatting of the letter to the appropriateness of the receiver, a business letter must
hit many correct notes to be effective. Be sure that it is sent to the correct person, in the
correct department, at the correct company. Be sure that the letter is going to the correct
person to take the action that the letter asks him to take. Read over the letter and judge
whether or not the language is correct for the person you are sending it to -- neither too formal
nor informal. When ready to send it out, double check the formatting one last time for errors.