While e-mail is currently used, it is good to know how to write professional letters. Learn all the steps in this note
How to Write Professional Letters
We may not know how to write professional letters, however, we must bear in mind that although the content is different, the format is similar. Since it is not direct communication, it is necessary to explain in detail (without exaggerating) what we want to express and also remember that once sent, we cannot rectify ourselves. For this reason, it is necessary to reread it at least once before closing the envelope.
Types of professional letters
There are different types of professional letters, which we must learn to write to look good, and in turn, achieve our goal.
Some of them are:
– Letters of presentation
– Professional letters of reference
– Letters of application
– Letter of recommendation
– Commercial letter
– Letter of thanks
– Letter of dismissal
– Letter document
– Letter of invitation
– Letter of contract
– Letter of office
– Letter of sponsorship
– Letter of complaint
– Letter of commitment
Keys to write professional letters
When it comes to writing a professional letter, the order is essential, since that way it will be easier to read and understand, avoiding misunderstandings? We cannot place any word that comes to mind. A good idea is to have a model where you can cross out what we think is not right.
The structure of a professional letter is the following:
“The content of the professional letters will depend on the subject we want to communicate, private letters are usually written by hand and commercial letters with the computer.”
- Date and place
- Header (to whom it is addressed)
- Introduction and body (the subject to be discussed)
- Farewell
- PD (if it is necessary to clarify something)
- Firm
- The content of professional letters will depend on the topic we want to communicate. Private letters are usually written by hand and commercial letters with the computer.
- As for the farewell, it must be related to the header. This means that if you have treated the recipient as the Lord at the beginning and “you” throughout the letter, you cannot send him a big hug as if he were a friend.
- Simplicity and clarity are two characteristics that should not be missing when writing professional letters, no matter the reason why we send it. It is also important to determine the proposed purpose and precision in the concepts.
How to write a professional letter in 7 steps
If you want to be successful in writing a professional letter, you need to follow a specific structure and, as it is popularly said, “respect the forms”. You can look for different examples of letters you have received before. If you have problems to write or you always have to communicate the same questions, you can put together a standard letter and then change some specific information such as the date and the recipient.
Pay attention to the following steps to write a professional letter:
- At the top of the page the address block is placed, where you can see the address of the sender (if you have letterhead sheets this will not be necessary). All contact information must be there: company name, address, email, telephone, website, etc. Some companies choose to place this data at the bottom of the page.
- In the right margin of the sheet write the place and the date in which you are writing. The correct format should be City and country, day (in number), month (in letters) and year (in numbers). Some people also add the day of the week, but this is not necessary.
- Now, you must leave a space and write in the left margin. There add all the data of the recipient, that is, the name (can be of a person, a company or an organization). If it is for a particular person, the prefix Mr. or Mrs. (also can be Dr.) Is added in the following line the complete address is written, the postal code, the city, the country. In the case that we do not have this information or do not know who will read the letter, we must place “To whom it corresponds”, or “to whom it may interest”.
- Leave a space and start writing the greeting. ”Dear” is a good way to start writing professional letters. Do not forget the “Sir” and then the last name of the person.
- Leave another line and write the body of the letter, without indenting. That is concise, always trying to express in the best way what you want, and without losing respect or forms. Try not to spread many lines.
- Once you have finished writing the text, it is time to say goodbye. The last paragraph is closing and you can use an “I await your response“, ” I am waiting for your answer “,” Greet you attentively “, or “Sincerely “.
“Simplicity and clarity are two characteristics that should not be lacking when writing professional letters.”
- Leave two spaces and on the right margin write your name, below the position or the company where you work. Once you print the letter, above your name sign with a pen. You can leave the signature also armed using an electronic pencil, and it will be useful for other letters.
Now that you’ve learned how to write business letters, begins to get what you want or communicate successfully in the world of business.
