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1. Limit Them To One Page
By definition, business letters should be short and to point, preferably one page in length. Studies have found that busy business people do not like to read beyond first page, and will actually delay reading longer letters.
2. Relegate Technical Details To Attachments
Often, it is necessary to include detailed technical information as part of a business letter package. In such cases, use main letter as a cover letter that lists and briefly explains attached (or enclosed) documents.
3. Keep Them Formal and Factual
Generally speaking, tone and content of business letters should be formal and factual. Feelings and emotions do not have a place in business letters.
4. Carefully Plan Your Letter
Before writing letter, take a few minutes to list all of specific points you need to cover. Sometimes it may even mean a call to recipient or his/her company to confirm a specific point. Remember, purpose of letter is to tie up all of details on subject at hand, so that more letters won't have to be written back and forth.
5. Be Customer Friendly
When writing directly to customers, always focus on their needs and their perspective. Put yourself in their position and imagine what it would be like receiving your letter. Everyone can do this, since we are all customers of some other business in some part of our lives.
6. Use Non-Discriminatory Language
Make sure that you avoid language that is specific to gender, race, or religion in all business letters, either to other businesses, or to customers. For example, use "workforce" instead of "manpower", or "chairperson" rather than "chairman". Most style guides contain detailed lists of offensive terms and some suggested substitutes.
To see a fully-formatted "real-life template" of a business letter, click on following link:
Shaun Fawcett is webmaster of writinghelp-central.com and author of the new eBook "Instant Home Writing Kit". His FREE e-mail COURSE "Tips and Tricks For Writing Success", offers valuable tips on home/business writing. Sign-up for FREE at: http://www.instanthomewritingkit.com/free-course.html