The body of your body paragraphs, this is the place where you get into the specifics of your letter. People have short attention spans and prefer clear instructions - help make your letter be more readable by giving them what they want and expect. Immediately tell the recipient why you’re writing and introduce yourself if you’re a stranger. In any correspondence, you want to get straight to the point. Here’s a general breakdown of each body paragraph’s function:įirst paragraph. In an official letter, you’ll have around three paragraphs, but it may be appropriate to have two paragraphs or four smaller paragraphs on some occasions. While the other sections are important for official purposes, this section is where your reason for writing the letter comes into play. Your body paragraphs are going to make up the contents of your letter. If you have a less formal relationship with this person, you could use their first name.Īvoid addressing your letter “ to whom it may concern,” as it comes across as a bit careless (if you truly have no idea who you’re writing this letter to, it can be pretty difficult to convince the recipient to care about the contents).īody paragraphs. If you have a formal relationship with the recipient or have no prior relationship with them, use an honorific such as “Ms./Mr./Mx./Dr.” followed by their last name. Your greeting will almost always begin with “Dear” and end with the recipient’s name and a comma. Though emails may sometimes be a different story, in letter-writing etiquette, it’s considered impolite to launch into the contents of your letter without a formal greeting. After your heading, you’ll need to include a greeting or salutation to open your letter. This includes their full name, their job title, their company, and their company’s address. Then, you’ll put the contact information of the person receiving the letter. At the very top, you’ll put your full name, your address, and additional contact information like your phone number and/or your email address.īeneath this, you’ll put the date on the day the letter was sent. Your heading should be structured in roughly the following ways. This serves the function of briefly introducing who you are and safeguarding against possible confusion in sending the letter (e.g., it arrives late, the wrong person opens it, etc.) The heading of your letter should specify who you are, to whom you intend to send the letter, and the date on the day the letter was sent. As far as what sections you’ll need, include all of the following in order: Keep your margins to a standard one-inch on all sides, and choose a simple font such as Arial or Times New Roman. You’ll want to keep the layout very simple and clean to enhance readability and ensure that your letter’s contents are understood. Show More How to Write and Format an Official Business LetterĪ professional letter always starts with the appropriate format and style choices.
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