Proper Business Letter Format

The business letters are exceptionally difficult to write due to the fact that the tone and language of the letter needs to be exceptionally clear and courteous. The business letters must also reflect the image of the business organization and must also sound apt. Thus the best way to write such letters is to maintain a proper business letter format. However, before we begin with the proper business letter format example, let us have a look at some of the essential characteristics of any business letter. A business letter can be classified according to its nature such as a reference letter or it can also be a debt settlement letter.

Characteristics of a Business Letters

The following are some of the important characteristics of a business letter. You would also notice the same characteristics in the example of proper business letter format.

• Any business letter, must be short. The significance of a short letter is that the person reading the letter must understand the significance of the letter in the minimum possible lines. This is usually done to save time and energy of the receiver of the letter.
• The tone of the letter is another very important aspect of the letter. The letter must sound polite, courteous and firm. The letter should also sound convincing the must have a polite tone.
• Factually the business letter must be accurate and the facts and thoughts should be presented in a very systematic manner.

Proper Format for a Business Letter

The following is a small sample of a letter that presents the proper format for business letter.

Your Name, Name of Your Organization, Address of the Organization, Your Contact Number, Date Ref: Letter of Quotation Dear Sir, This letter is in reference to the letter of inquiry that our organization received from you on date. A catalog that quotes the prices of our automotive components has been attached. The references that you have provided, proved to be highly reliable and we received several very good responses to our inquiries. Your bankers have also officially made statements regarding the creditability of your organization. The sales executives and the finance department has thus permitted a period of credit of 4 months free of interest. The credit period that is as follows, would however be charged with a 2% rate of interest. In cases where you would avail the credit facility, we would not allow you any trade discount. In case of bulk purchase, a calculated trade discount would be allowed. We look forward to a very healthy and long-lasting business relationship. Thanking You, Yours Faithfully, Your name and designation Signature and Seal

You will notice that the letter is very short and to the point. The first paragraph of the letter consists of the past references. The next paragraph is the factual paragraph where the actual content of the letter has been provided for. In the last paragraph a small professional letter closing and a thanking note has been included. In some letters the initial salutation, begins with the name of the person to whom the letter has been addressed to or the addressee. Giving the appropriate reference is also very important because the mere reference rejuvenates the memory of the reader and the context of the letter is better understood.

The letter that is written with the help of a proper business letter format is bound to create a lasting impression on the reader. In fact sales departments, actually utilize the proper business letter format in order to build up goodwill and reputation. This kind of communication also tends to develop lasting business relationships. I hope that I have answered your query 'what is proper business letter format'.