First impressions count – A good first impression is important, especially when communicating with prospective clients. Business letters must always be printed on high-quality A4 paper. The layout should also include the logo of the company, as well as the postal address, phone number, and email address. If applicable, the VAT number can be included.
A business letter has a very defined format. For a modern, clean and crisp look, the recipient’s name will always be aligned to the left. The recipient’s name, such as Mr., Mrs., Ms., Dr. or Sir, their title, or business description (for example, Business Partner, Manager, Development officer or Business Partner), and the full company name, including the postal code, must be included in the address. The recipient’s information is separated by a one-line space.
Formatting styles can differ. One way to format your letter is using the British style. To create a professional impression, it’s important to keep all correspondence consistent.
Always begin your letter with ‘Dear Mr.’ or Dear Mrs.’ If the sender is familiar with the recipient, the letter may have a more informal tone and begin “Dear Mary” or “Dear John”. Your correspondence will stand out with a personal touch.
The subject line of an official letter should be informative and brief. It should also be kept as short as possible. Sign-offs are dependent on the salutation. Yours faithfully is used in letters that begin with Dear Sir or Dear Madam.
Coloured envelopes can add a touch of personality to corporate stationery. When sending business correspondence, it is best to hand write the addresses on envelopes. Only invoices should be sent in window envelopes. When receiving letters, it is important to consider safely filing them and using the services of a shredding service like Confidential shredding Swindon
from a site like https://www.printwaste.co.uk/confidential-shredding/confidential-shredding-swindon/ for the safe disposal of confidential items.
According to The Express newspaper, sixty percent of the population has written fewer than five letters by hand in the last ten years. Letter writing is still a vital part of doing business whether these are handwritten or typed.
If the sender received letters in casual style from the recipient, it is important to reflect this in the letter. The use of formal or informal style and language depends on the nature of the relationship with whom you are corresponding.