The Key Forms of Business Writing: Basic Letter

Summary

This video provides a detailed guide on writing an effective business letter. It covers essential elements like professional appearance, proper formatting, and clear structure. Key points include using company letterhead, setting appropriate margins, and choosing a legible font. The video also emphasizes the importance of drafting the letter in a logical order, revising for clarity and tone, and ensuring accuracy in spelling, grammar, and format. By following these steps, your business letter will project professionalism and communicate your message effectively.

Takeaways

• 😀 Ensure your business letter makes a positive first impression by paying attention to layout and formatting.
• 😀 A well-structured letter communicates your message clearly, while a poorly formatted one can confuse or be ignored.
• 😀 Margins should be between 1 to 1.5 inches, and the letter should use an easily legible serif font, sized between 10 and 12 points.
• 😀 Print on high-quality 8.5 x 11-inch paper, ideally 20-24 lb bond, to ensure clarity and professionalism.
• 😀 The letter should include a heading or letterhead with the return address, and use the appropriate date format (US or international).
• 😀 The inside address should include the recipient’s full name, job title, department, organization, and full address with the correct zip code.
• 😀 Use a formal salutation with a colon, such as 'Dear Mr. Smith:,' and follow it with the body of the letter.
• 😀 In the body, avoid indenting paragraphs. Instead, single-space them with double spaces between each paragraph.
• 😀 After the body, include a complimentary closing, your signature, and any enclosures or a postscript as necessary.
• 😀 For drafting the letter, be clear about the purpose, gather necessary information, and ensure the tone is professional and appropriate.
• 😀 Revise and polish the letter, checking for grammar, spelling, and clarity, to ensure it is well-crafted and ready to send.

Q & A

Why is the layout of a business letter important?

The layout of a business letter is crucial because it creates a positive first impression. A well-structured letter is easier to read, communicates the message clearly, and reflects professionalism.

What should be included in the heading of a business letter?

The heading should include the return address (either a letterhead or typed address) and the date the letter was drafted. The return address should be spelled out fully, and dates should follow the correct format depending on whether the letter is for a domestic or international recipient.

What is the importance of choosing the right paper for printing a business letter?

Using high-quality paper ensures the letter looks professional. Standard letter-sized 8 ½ x 11-inch white or ivory paper with a weight of 20 to 24 lb bond is appropriate. It folds neatly and prevents the ink from bleeding, maintaining a clean, crisp appearance.

How should the inside address of a business letter be formatted?

The inside address should include the recipient's title, full name, job title, office/department (if applicable), organization name, and full address. Ensure accuracy, including the correct zip code and any additional address details such as P.O. Box or suite number.

What should be kept in mind when selecting a font for a business letter?

Select a font that is easy to read, such as a serif font (e.g., Times New Roman), in sizes ranging from 10 to 12 points. Avoid using flashy or decorative fonts and excessive italics, as they can distract from the professionalism of the letter.

What are the guidelines for spacing and margins in a business letter?

Margins should be set between 1 and 1.5 inches. The letter’s content should be spaced for readability: the body paragraphs should be single-spaced, with double spacing between sections like the salutation, body, and closing.

How should the body of the business letter be formatted?

The body should be flush left with no indentation and single-spaced paragraphs. Double space between paragraphs to improve readability. Organize the content logically, with a clear introduction, detailed middle, and a conclusion that outlines the next steps or action required.

How should the signature block be presented in a business letter?

Leave four spaces for a handwritten signature. Below the signature, type the writer’s full name and job title. If the title is long, it should appear below the name, not in the same line.

What should be included if there are enclosures in a business letter?

If there are enclosures, include a notation below the signature block indicating the number of enclosures or listing their titles. This lets the recipient know there are additional documents accompanying the letter.

What is the purpose of a postscript (P.S.) in a business letter?

A postscript is used to add any final, additional thoughts or notes after the main body of the letter. It is written after the closing and should be brief. The abbreviation 'P.S.' should be typed without spaces between the letters or a colon.