Even though there are different ways to format a business letter, block formatting is the most common, where all text is left justified and single-spaced with double spaces between paragraphs and different sections. Letter format refers to the way your letter looks on the page, whether it's a hard copy or soft copy. Here are some basic factors to consider when formatting an effective business letter: 1. When formatting a business letter, one of the top concerns is the readability and appearance of the letter. Related: Email Etiquette: The Professional Business Email Format How to use a business letter format If you are enclosing any documents, you can also state each document's name below your email signature. Insert your signature, followed by your full name below the closing salutation. Remember to choose an appropriate closing based on your relationship with the recipient. You can also add a comma after the closing salutation. You can place the closing salutation after the body after leaving a space. Try to convey your message in three or four lines.Ĭonclusion: Here, you can provide a clear call to action to encourage the recipient to take the appropriate action upon receiving your letter. Main body: Elaborate on the key point in this section. Introduction: Start on a friendly note where you introduce yourself and then state the main point of your letter. You can divide the body of a professional business letter into the following sections: A single line spacing after each section can make the content appear more neat and readable. Start the body one line below the salutation and keep it under three paragraphs. The body of a business letter is the place where you express the primary intention of your letter. Related: How To write a Business Letter 5. For example, you can use this form of salutation in most reference letters. To whom it may concern: Use this salutation when several people would see your letter and when you don't know a specific person to address. For example, Dear Lawrence Lau or Dear Director Lau.ĭear Sir/Madam: Use this when you don't know to whom you are sending the letter. For example, Dear Ms Alice Chau.ĭear First Name Last Name, or Dear Job Title Last name: If you are unsure of the gender of the recipient, use the full name or their designation and last name. For example, Dear Mr Wong.ĭear Mr/Mrs/Ms First Name Last Name: You can also use the recipient's full name when you know the person to whom you're sending the letter. Based on the situation, you can use the following salutations:ĭear Mr/Ms Last name: This is the best and most formal way to address the recipient. Opening salutationĪdd a space after the recipient's address and choose an appropriate greeting or salutation. Here's an example: Lorraine Zhang Senior Recruitment Manager Rising Talent Recruitment Firm 100 Queen's Road, Central, Hong Kong 4. List out the recipient's address and name after adding a space below the date. For example, you can write the date as follows: Leave a line after your address and add the date in the format: day, month, year. John Lau Human Resources Director Star Finance Corporation 784 Canton Road, Tsim Sha Tsui, Kowloon, Hong Kong +852 5555 55555 2. If you are writing on behalf of a company, you can place the company name instead of your name. On the top left side of the business letter, you can list your address along with your full name. Here are the details of each element in a business letter: 1. A formal business letter has seven critical components.
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