Though mundane in the eyes of many, there is no denying the influence that a business letter has over our professional lives. One of the many essential elements in the workplace, it is a type of document that everyone will encounter no matter their place in a professional environment. Thus, it should come as no surprise that the ability to write a good business email is a hallmark of being a professional. However, while it may seem easy to write a good business letter, there are still many struggles that professionals encounter regardless of their experience in the workplace.
In this article, we will address a few of these problems and try to answer them with concise and understandable solutions.
Problem 1: Inconsistent Formats
Unlike writing activities that you would do at school, the nature of a business letter is very much bound to specific formats. There may be multiple formats that a business letter can have, but they share a common feature. When a certain workplace follows one specific format, it should be followed without alteration. This lets you write a letter that is more uniform, which is something that other professionals find impressive. Thus, when writing a business letter, it is good to know the guidelines of your workplace in terms of letter formats.
If you happen to be in a workplace that does not have strict rules on formatting letters, make sure that the format you apply to your letters is consistent throughout your time working there. This makes your letters recognizable and respectable. In addition, it gives the image of reliability as you are able to consistently come up with the same quality of letters.
Problem 2: On Addressing the Receiver
We are all too familiar with the phrase “To whom it may concern,” and many professionals use it often. However, it is merely a phrase that highlights a person’s indifference to the identity of the receiver. This goes especially well if the business letter is for a person in a higher position than you or who is generally in a respectable position. Thus, you should keep in mind that when writing a professional letter, you should know the identity of the recipient, including his or her title and position. You should address your recipients properly in your letter.
If you are uncertain of who the letter is for, make the effort to ask and know the name and other relevant identifying information of the recipients, as it would show your dedication to your letter and will allow you to make your letter more personal, which is always good in any letter, formal or otherwise. An alternative option is to write to their office directly, in which you would have to write the complete name of their office to show the same breadth of respect.
Problem 3: On Opening and Closing Remarks
Somewhat of a continuation of problem 2, there is a common affinity to opening letters with “Dear…” and closing them with “Sincerely,” and while they are excellent words to begin and end letters with respectively, it is difficult to say if they fit perfectly with the professional tone of a business letter. Hence, the following is a short list of possible alternatives to these common remarks:
Opening Remarks
- To [enter the receiver’s full name],
- Mr./Ms./Mrs [full name of the receiver],
- Professional title of the receiver and their full name (i.e. Dr., Atty., Fr., )
Closing Remarks
- Best,
- Regards/ Best Regards,
- With appreciation,
There are many more ways to begin and end your letters, do not simply confine your letters to the two common remarks. While formats can be impressive, a little personalization in order to make the letter seem more thought out goes a long way.
Problem 4: On Signing the Letter
One of the most important parts of a business letter is the signature section. This is the part that confirms validity and certifies it as a letter that deserves the attention of a professional. Thus, it is a good habit to always sign your letters. However, signing is harder than it seems. In a workplace where time is of the essence, it might be tedious to print, sign, and deliver a piece of paper as it would require too many steps, thus most people choose to not sign their letters and send them through email with the email being the main “signature”.
In order to counteract this struggle, it is advised that you, as a professional, should be familiar with digital tools that can help you make the process of sending a letter more streamlined and therefore, faster.
One of the tools you can use is a PDF editor. PDF editors allow users to affix electronic signatures to and edit documents. Online PDF editors eliminate the manual process of printing your documents. Instead, you can write, edit, sign, and send your documents in the span of a few minutes to hours. You will also be able to be more proactive with collecting signatures for your documents from signatories without taking too much of their time.
Problem 5: On Information
In almost all forms of writing, there should be an understanding of the fact that information is difficult to deliver in a perfect way. You might take too long to get to the point or you might give too much information. There are also cases when you might give too little information due to the notion of “saving time”. All of these, along with the requirement of making your letter coherent, adding information to your letter can be a deviously difficult deed. This is especially true for business letters and other types of professional letters. Due to workplaces needing things to run smoothly, a balance of being concise and informative must be achieved to minimize the stalling of processes due to unclear messages or messages that are hidden beneath a difficult block of text.
Thus, it is always advised to begin informing the addressee after the greeting. If you think that your information needs context and justification, supply them after the thesis statement. This allows your recipient to immediately grasp the topic or purpose of the letter and then make sense of it in the following statements.
Reminder, that while being straightforward is a must, politeness — especially if speaking to someone of a higher ranking— is also important. You should not disregard it just for the sake of making the letter more direct. A great way to show politeness is in the opening and closing remarks. A well-written set of opening and closing remarks will give a proper impression of your respect towards the individual receiving the letter.
Conclusion
A business letter is a definitive way of showcasing how good of a professional you are. When you write a good business letter, it means that you mean business and take your professionalism seriously. Thus, it is always good to invest some attention and time in honing your professional skills and using tools to better them. Writing a good letter is a skill that you can take with you no matter your occupation and position. Whether you are in a senior position or just starting out, you will always need to know how to deliver information and how to deliver it well.