When you write a business letter, you need to write it in such a way that it will get the results you are looking for. Here are some things to consider as you sit down to write.

1. Jot down the purpose of the letter. As the saying goes, ìIf you don’t have a goal, you won’t hit it.î Why are you writing the letter? Are you seeking information? Are you responding to a letter or query? Are you responding to a complaint? Are you documenting some actions? Are you thanking someone or registering a complaint of your own?

Also consider what action you would like the recipient of the letter to take: Do you want him or her to send you some information or to schedule a meeting? Would you like him or her to pay a bill or redress some wrongdoing? Would you simply like him or her to accept a compliment or a sincere apology?

2. Gather your information. Don’t even think of starting to write a business letter without the recipient’s name, title, company name and address. Make sure you have the correct spelling. Do a search on the internet and/or make a few phone calls if you must. There is nothing that can sink your letter quicker than to misspell the recipient’s name. Avoid using To Whom It May Concern or Dear Sir/Madam, as these show that you couldn’t take the time to figure out whom to contact.

3. Follow standard business letter format: Return address and date in the upper right corner; followed by the recipient’s address on the left; the salutation (Dear Mr. Jones or Dear Ms. Smith); the body of the letter; the complimentary close (Sincerely); your signature, title and contact information; and a list of enclosures.

4. When you write a business letter, the body should start with the reason you are writing. Follow this with detailed information and then close with what you want the recipient to do. In most cases, you should be able to do this in three paragraphs and the letter should fit on a single page. If the letter is longer, read it over carefully and consider whether anything can or should be deleted.

As you write, avoid flowery or insulting language. Be formal but not stilted. Give specific information, including dates, account numbers, locations etc., depending on the situation. State exactly what you want the recipient to do, a timeframe in which to do it and, if necessary, a consequence if there is no follow-through. If I don’t receive a response from you, I will regretfully have to take our business elsewhere.

5. Always reread your letter before sending it. Have someone else read it too; it is easy to gloss over your own writing mistakes. If the letter is of a legal nature, have your company’s attorney read it too.

6. Send the letter on clean letterhead, not a blurred photocopy. It would not hurt to proofread it as well. Countless companies have sent letters only to find the letterhead had obsolete or even misspelled information (such as Ofice of the Provost).

7. Once the letter has been written, proofread and approved, send it as quickly as possible. Keep a copy for your records.
These seven easy steps will help you write a business letter that really does get results. Let your business letter do the work for you and help you climb the corporate ladder.

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