How to Write a Professional Letter
19 February 2019
Dear Reader
This is the first line of your first paragraph. It should state the purpose of your letter or the reason for writing. Warning: this might be the only paragraph that gets read. Be brief, clear and avoid superfluous words. Write, edit and rewrite until you get it right.
This is the second paragraph, expanding on the first with need-to-know details, facts or explanations. Most letters have more than one paragraph when there’s a lot of need-to-know details, facts or explanations.
Each paragraph expands on each idea that substantiates your purpose or reason for writing. Your letter will only be well received if it has all of the following:
- Date
- Inside address
- Heading or re:
- Salutation
- Body copy
- Complimentary and/or call to action closing
- Your handwritten signature
- Your name typed below your signature
What makes your letter compelling is plain talk, empathy with your reader and concise, logical prose. Knowing your reader well informs you of the right tone.
Although there are variations on these principles, you can be sure of writing standard business letters that gets read if you put these basics into practice.
I’m closing this letter now to demonstrate the all-important complimentary closing. After all, it might be the only thing they remember if you apply the recency/latency principle. Thank you for considering these suggestions and I trust they will benefit you greatly.
Nicolas Di Tempora
Originally posted 2015-02-04 00:52:41.