Tips on Writing a Friendly Business Letter

Every business letter is of course unique and everyone needs to write those annoying little suckers. By following my few simple tips, you can make your letters really stand out.

• Don't abbreviate. Ever.
• Set a tone for your letter that conveys your message. Does it need to be so formal? Can you use a few conjunctions? Is it friendly, polite, serious, full of bad news? Know before you begin what you need to say and then use the words to convey this message.
  

  For example, a letter that begins with:
  Unfortunately,
  will have a very different tone than one that begins with:
  I am happy to report

• Just be yourself. This is the most important rule I'm giving you. Don't be someone you aren't. 
• Don't promise things you can't do.
• Don't ask questions that you know the answer to.
• Say what you want and get out.
• Read it over. Read it again. Read it one more time. Read it out loud at least once.
• Spell check.
• Print it and read it one more time.
• Have someone you trust read it once.

Sounds like a lot of work, but it should be a lot of work. If a letter is required, it's important, take the time it deserves and do it right.

Let's take a quick peek at the layout.

Address info
Date (no abbreviations)

To/Attention/Dear, (use proper title and spell names properly. Double check)

Introduction should quickly tell the reader why YOU are writing them. How does the reader know you and what do you want? Are you responding to something you read or a phone conversation? This is the time to be specific. Don't use your name, it's at the end. Don't use your title it's at the end. Just the specifics.

In response to our telephone conversation on January 13th, I'm sending you the list you required for the project titled, "How to Build a Store in Four Days".

or

I am customer #783627, and I am requesting a refund on item #89988 which I purchased on January 15th at said store.

The core or body of your letter should give a little more details. Why? When? How? Benefits? Whatever you want to say is said here professionally, once, and clearly. Have someone else read it to make sure they understand what you want to say. No more than two or three paragraphs. Be polite. Be honest. Imagine  you're reading this letter. How does it make you feel?

Closure is two paragraphs that are very short. A simple invite welcoming them to respond and a thank-you. Don't try to be fancy or creative in this part. Nothing ruins a perfectly professional letter than someone saying, dynamically yours at the end. Yuck. Just say thank you and get the heck out of there.

Feel free to contact me any time with any questions or concerns you may have.
Thank-you.

Finish with all your contact information including your name and full title. (don't abbreviate- did I mention this already? I can't stress it enough, it makes you look lazy.The reader might not even notice it, but what if their subconscious does?)

Now. These are my tips, but I welcome more. Please, feel free to add your thoughts. How do you make your business letters shine?

And here are a few other links to help you in your letter writing. Of course, they don't take the same approach I do:
For the outline and formats: Purdue OWL: Basic Business Letters, HUNTER COLLEGE
For what tone or words to use: Letter Writing Guide, Business Letter Writing Basics

Have fun and happy writings!!