The WMF Archives

By Rebecca Sebek

The standard format of a business letter varies from country to country. However, standards are flexible. The best way to learn about business writing is by example. Whenever you receive a letter, read it, and file it away for future reference. The more samples you have the better because you’ll be able to “replicate” the business letter by inserting your information into the format.

Fonts for business letter writing

Use a simple font such as Arial or Times New Roman (10-12 pt) when you write a business letter. You may have the urge to use another font such as Verdana, Helvetica, or Tahoma, but it’s best to stick with the basics.

Using a larger font can look sloppy. You don’t want to take up an entire page with a large font because the reader may get the impression that you’re an amateur writer. You want to make a good “first” impression so use a standard font.

Professional business letter writing

It’s more professional to send a typed business letter versus a handwritten one. The only letter you’d want to hand write is a “thank you” note because it’s more personal. A typed business letter will show your professionalism.

Before you write your business letter, think about your audience. Who are they? How will they perceive your letter? For example, don’t use business lingo when you’re writing to customers because they may not understand it. Keep your business letters short. If you need more than one page, you may consider sending a brochure.

Proofread all of your business writing. Before your letter goes out in the mail, double check it. Have someone else proofread your work because it will ensure the letter is free of mistakes. It’s amazing how mistakes are overlooked, just read any printed publications such as books, newspapers, and magazines!

Cover letters

Sometimes you may be required to send a cover letter with your resume or application. Make sure you have the proper spelling of the hiring manager. It's suggested that you use a salutation such as “Mr. or Mrs.” when you address a cover letter. However, unless you are 100% certain of the salutation, forgo it and use the person’s name.

Tip: Some employers will hire candidates based on their cover letter; they may not look at the resume. Make sure your cover letter hi-lights points from your resume and shows what you can do for the organization.

Before you begin writing your cover letter, make sure you read the requirements. What information does the employer ask for? When you send your employment information by mail, indicate the enclosures that can be found within the envelope.

Business letter writing and thank you letters

As mentioned above, do not type a thank you letter. Many hiring managers have indicated that a written thank you note gives candidates an edge over the competition because they took the time to write NOT type a thank you note. Send the thank you letter within two business days.

Make it clear that you are writing to thank the recipient. Mention the date and gratitude for the time they took to speak with you. When you send a “thank you” letter for a job interview, mention the position and how much you’d like to work for the organization. Promote yourself because if you don’t the recipient may get the impression that you don’t want the job.

Business letter writing doesn’t have to be scary

Don’t let business writing frighten you. Once you write one letter, you’ll be a pro at it. You could purchase some books to help you hone your skills. If you unsure about your business letters, have someone else read them and ask for feedback. Take the constructive criticism you receive and apply it to your writing. You may find that you enjoy business writing and become a freelance business writer!

The Art of Writing Business Letters