The purpose of a business letter is to convey information, make a request or inquiry; a business letter also serves as a physical record of the communication.
The format of a business letter is important to obtain the result(s) that you are expecting or require. The following format is designed to direct the recipient to the result you desire:
- The first paragraph should state why you are writing; that is all.
- The second paragraph should contain the information needed by the recipient to respond to your inquiry, make a decision, or act on your request. You may include the detriment or benefit that is the basis for your letter, but don't use emotion or opinion, just the information necessary. The second paragraph can be more than one paragraph, and if you have a lot of facts, you can use a bullet format. Use more than one paragraph only if absolutely necessary.
- The third paragraph is also known as the 'call to act' paragraph. You tell the recipient what you want them to do. Don't leave them to figure that out, they may not see what it is you need or want and do nothing. If you're just informing them of something, not asking for something, then summarize very briefly and thank them. Always thank the recipient, no matter what the nature of your letter.
A business letter should stay focused on the point you are making or the result that you intend. It should not contain feelings, beliefs, or assumptions unless those are directly related to the goal of the letter. A business letter should always use the best possible grammar, etc. regardless of how you normally speak to the recipient(s). Always ensure that the letter includes the necessary information for the recipient to respond or contact you.
