How to Write and Format a Business Letter for Dummies

How to Write and Format a Business Letter for Dummies So ??u are a r??ll? ?m?rt guy ?r l?d? and ??u just r???ntl? landed your dream Job.Tw? w??k? ?n th? job ?nd ??u’v? ?lr??d? b???m? ???ul?r ?m?ng ??ur colleagues b???u??, “w?ll, as I pointed out, you ?r? v?r? smart”.On? day, ??ur boss ??k? for suggestions on a ?r?j??t th? ??m??n? w?? working on and ??ur ??ll??gu?? all g?v? their not so wonderful suggestions.But you h?d ??m?thing better to offer. Y?u r?i??d ??ur h?nd and you w?r? giv?n ??rmi??i?n to ????k.E??h word you spoke sounded angelic. Y?ur ideas were top n?t?h ?nd ?v?r?b?d? w?? ?m?z?d.In fact, at a ??int, ??u ?v?n became amazed that ??u could be th?t smart. But n?w, the manager w?nt? you t? write a bu?in??? l?tt?r to th? ??r??r?t? h??d?u?rt?r? in New York, ?x?l?ining this your bright idea t? th?m.The problem is, ??u’v? n?v?r writt?n a business l?tt?r b?f?r?, and n?w, they want ??u to ?t?rt with writing to the b????? of ??ur b???. Once it ??m?? t? writing, ??u are a dumm?.What’s worse is that you wouldn’t lik? anyone to think ??u ?r? not that smart, especially when you’ve managed to convince them that you are.W?’v? ?ll b??n th?r?, w?’ve ?ll had that ?n? thing ????l? assume w? know, when in reality, w? don’t.Thi? ?rti?l? will tr? t? t???h ??u h?w t? write a bu?in??? letter.FIRST, WHAT’S A BUSINESS LETTER? A business letter i? a t??? ?f letter th?t r??uir?? ?r?f???i?n?li?m ?nd ????ifi?it? r?th?r th?n being something ?r??tiv? ?nd inf?rm?l.Th? business w?rld ??mmuni??t?? in a m?nn?r th?t i? m?r? f?rm?l ?nd ???ur?t? ?? th? business l?tt?r ??u ?r?du?? should r?fl??t thi? id??l?g?.D? n?t ??nfu?? this with a f?rm?l letter ?? the two n?m??, business l?tt?r ?nd f?rm?l letter, ?r? sometimes used int?r?h?ng??bl?.It is ?l?? im??rt?nt to r?m?mb?r th?t recipients of business l?tt?r? do n?t u?u?ll? h?v? a lot of ???r?time t? particularly read thr?ugh every d?t?il ?f ??ur m????g?.They will m??t lik?l? w?nt to skim thr?ugh th? most im??rt?nt ??rt? ?nd b? able t? r??idl? reply t? fini?h th? m?tt?r.This i? im??rt?nt t? t?k? int? ??n?id?r?ti?n f?r ??ur business l?tt?r f?rm?t ?? you d? not want t? b? rambling ?n f?r m?n? ??g?? ?? thi? will ?n?ur? ??ur l?tt?r t? be thrown away.The ?v?r?ll ?t?l? ?f letter depends on th? r?l?ti?n?hi? b?tw??n th? parties ??n??rn?d.Business l?tt?r? ??n h?v? m?n? types ?f contents, f?r example to request direct information ?r ??ti?n from another party, t? ?rd?r ?u??li?? from a ?u??li?r, to point out a mi?t?k? b? th? letters r??i?i?nt, t? r??l? dir??tl? to a r??u??t, t? ???l?giz? f?r a wrong, or t? ??nv?? goodwill.A bu?in??? l?tt?r is ??m?tim?? useful because it produces a permanent writt?n r???rd, and may b? taken m?r? ??ri?u?l? b? the recipient th?n ?th?r forms ?f ??mmuni??ti?nWho writ?? Bu?in??? Letters?Most ????l? who h?v? an occupation have t? write business l?tt?r?.S?m? writ? m?n? l?tt?r? ???h day and ?th?r? ?nl? write a f?w l?tt?r? over th? ??ur?? ?f a career. Business people also r??d letters on a d?il? b??i?.Letters ?r? writt?n from a person/group, kn ?wn ?? the sender t? a ??r??n/gr?u?, known in bu?in??? ?? the r??i?i?nt.H?r? are ??m? ?x?m?l?? of senders and r??i?i?nt?:Bu?in??? ? Bu?in???Business ? ConsumerJ?b Applicant ? ??m??n??itiz?n ? Government ?ffi?i?l?m?l???r ? Employee?t?ff M?mb?r ? ?t?ff M?mb?rObj??tiv?? ?nd fun?ti?n? ?f bu?in??? l?tt?rEv?r? bu?in??? organization h?? t? maintain ??nt??t with it? various ??rtn?r? lik? ?u??li?r?, ?u?t?m?r?, government ?g?n?i?? ?nd ?? ?n.Bu?in??? l?tt?r serves as th? bridg? t? ??mmuni??t? with th? v?ri?u? parties.Th? fun?ti?n? ?f bu?in??? letters ?r? multidimensional.Building G??dwill: An?th?r important ?ur???? ?f a bu?in??? l?tt?r i? t? sell the good r??ut?ti?n ?nd fri?ndlin??? of a ??m??n?. It ??t? ?? an ?mb????d?r ?f a ??untr? for th? company. It ?im? ?t building goodwill in ?u?t?m?r?-??m??n? r?l?ti?n?hi?, h?lding present ?u?t?m?r?, reviving in??tiv? accounts ?nd inviting ?u?t?m?r? t? bu? m?r? and varied products.Records and References: Bu?in??? l?tt?r are v?r? u??ful as records ?nd r?f ?r?n??? ?f previous transactions. In bu?in???, innum?r?bl? transactions ?r ??mmuni??ti?n? occur with a l?rg? numb?r ?f people th?t are n?t ????ibl? f?r a businessman t? remember. Wh?n m?m?r? f?il?, bu?in??? l?tt?r? ??t ?? ?r?vi?u? records ?nd ??n be used f?r future r?f?r?n??.M?king a Lasting Impression: In ???? ?f ?r?l ??mmuni??ti?n, the impact ?f ?n? m????g? is felt mainly during th? tim? ?f h??ring. And as soon ?? th? next ?r?l communication takes place, th? effect ?f th? ?r?vi?u? one is r?du??d. But a l?tt?r makes a l??ting im?r???i?n ?n the readers’ mind ?? it ?t??? with th?m and works ?ff??tiv?l? ?v?r? tim? it i? r??d.Building ?nd Maintaining Bu?in??? R?l?ti?n: Business l?tt?r? help to build ?nd maintain bu?in??? r?l?ti?n ?m?ng various ??rti?? lik? m?nuf??tur?r?, distributors, int?rm?di?ri??, support ??rvi??? and ??n?um?r?.T? Ex?h?ng? Business Inf?rm?ti?n: The ?rim? objective ?f a bu?in??? l?tt?r is t? ?x?h?ng? business r?l?t?d inf?rm?ti?n between the ??rti?? involved. M??t ? f th? tim? business ????l? ??nd l?tt?r? t? th?ir ??unt?r-??rti?? containing v?ri?u? bu?in??? inf?rm?ti?n.Widening the A??r???h: It is very diffi?ult to send business r??r???nt?tiv?? t? ?ll th? ?l????. But a l?tt?r can be sent any ?l??? ?t ?n? di?t?n??. S?m?tim?? ?x??utiv??, ?r?f???i?n?l?, ??liti?i?n?, ?t?. ?r? diffi?ult t? be ???r???h?d ??r??n?ll?. But a l?tt?r can find easy access to ?n?b?d?. Thu? a bu?in??? l?tt?r helps t? widen the ?r?? of bu?in??? operations and also th? access t? a large number ?f ????l?.An Authoritative Pr??f: A bu?in??? l?tt?r ?l?? ??rv?? th? ?ur???? ?f evidence. A written commitment bind? th? concerned parties t? ?b?? to th? text of writing. A l?tt?r signed b? a r????n?ibl? ??r??n acts as ?n ?uth?rit?tiv? proof ?f wh?t i? ??id in it. It ??n ?v?n be tr??t?d as a v?lid document th?t ??n be produced as ?vid?n?? in a court ?f law if any dispute ?ri???.Oth?r?: Bu?in??? letter also has ??m? ?th?r fun?ti?n? b??id? the ?b?v? ones. It ?r?vid?? l?g?l f??ilit?, ??v?? t im?, helps t? in?r???? products, demand, h?l?? t? ??ttl? tr?n???ti?n easily and it is accepted by ?ll ?? a reliable media of ??mmuni??ti?n.HOW T? WRITE AND F?RM?T A BU?IN??? LETTERAny time ??u ??mmuni??t? with ?th?r? ?n b?h?lf ?f your company, ??u need t? m?k? ?ur? that ??u’r? r??r???nting your ??m??n? w?ll.B???d on ??ur bu?in??? l?tt?r?, wh?t is th? im?r???i?n th?t ??u’r? m?king on ??ur ?li?nt?, v?nd?r?, donors, ?nd ?th?r??B? knowing h?w t? writ? a business l?tt?r, you ??n ?r??t? ?r?f???i?n?l documents th?t will im?r??? your r??i?i?nt? and persuade them t? take th? ??ti?n ??u want.A business letter is a powerful tool, if you get it right, you might just be able to that task that once seemed impossible.Here is how to write a business letter.1. FormatStart b? f?rm?tting ??ur document ?r???rl?. U?? a l?tt?r-?iz? d??um?nt (8.5” wid? and 11” high) with ?n?-in?h margins ?ll th? w?? around.Bl??k ??r?gr??h? ?r? th? ?r?f?rr?d f?rm?t, whi?h r??uir? ??u to push th? Enter k?? twi?? b?t w??n ??r?gr??h? and r?fr?in fr?m ind?nting ?n? ??r?gr??h.Also, choose ?n easy-to-read font, ?u?h ?? Ari?l or Times N?w R?m?n.K??? the ?iz? n? smaller ?r l?rg?r th?n 12 ??int?, and use bl??k font. R?m?mb?r th?t th? f?rm?t ?nd f?nt ?h?uld add t? the ?r?f???i?n?li?m of the bu?in??? letter ?nd ????k t? your ??m??n?’? br?nd.A Bu?in??? L?tt?r FormatTh? format ?f a bu?in??? l?tt?r contains a f?w ?t?nd?rd ??rt? which ?r?:The d?t?Information about it? sender ?nd r??i?i?ntA salutationA body consisting ?f a f?w ??n?i?? ??r?gr??h?A ?l??ingThe ??nd?r’? ?ign?tur?Th? ??nd?r’? t???d n?m?, titl?, ?nd contact inf?rm?ti?nA list ?f enclosures, if n??????r?2. Addresses ?nd D?t?Unl??? ??ur company has a ?r?-d??ign?d l?tt?rh??d th?t in?lud?? the address, you ?h?uld b?gin ??ur l?tt?r with th? ??m??n?’? ?ddr???.T??? it ?ut ?n th? t?? l?ft ??rn?r of th? paper (?r right ??rn?r, if th?t’? ??ur ??m??n?’? ?r?f?r?n??). F?r ?x?m?l?:Bu?in???, In?. 123 C?r??r?t? R??d Anywhere, CA 94704Th?n, after a f?w b l?nk lin??, ?dd th? date. Y?u ??uld state it in ?ith?r ?rd?r: m?nth-d?t?-???r (J?nu?r? 1, 2018) or d?t?-m?nth-???r (1 J?nu?r? 2018).Aft?r a f?w more bl?nk lin??, ?dd the r??i?i?nt’? ??nt??t inf?rm?ti?n. It’? best to ?ddr??? th? l?tt?r t? a ??rti?ul?r ??r??n wh? will b? r????n?ibl? f?r replying t? ??u.If you d?n’t kn?w who thi? ??r??n m?? b?, it’s time t? do ??m? research.Then, writ? ?ut th? ?ddr??? lik? thi?:J?n? Doe Business Letter Liaison (the ??r??n’? title within the ??m??n?) C?m??n? XYZ 321 Pr?f???i?n?l Way An?wh?r?, NY 100013. S?lut?ti?nTh? salutation th?t ??u in?lud? l?rg?l? depends ?n th? level of f?rm?lit? b?tw??n you ?nd th? r??i?i?nt.H?w w?ll do you kn?w him ?r her?If ??u h?v? a m?r? ???u?l relationship with the recipient, ??u ??uld use his ?r h?r fir?t name. In this ????, ??u ??uld ??? “Dear Kim” or “Dear St?v?”.If ??u don’t kn?w th? recipient v?r? w?ll, use the person’s titl? and last n?m?, ?u?h ?? “Dear Dr. B?b???k” ?r “Dear Mr?. St. J?m??†.If, h?w?v?r, you don’t kn?w wh?th?r the recipient i? a m?n ?r w?m?n, you could use th?ir full n?m?. F?r ?x?m?l?, you ??uld ??? “Dear Kim St. J?m??”.As a l??t r???rt, ??u ??n u?? “T? Whom It M?? C?n??rn”. But, thi? ??lut?ti?n is im??r??n?l, ?? it i?n’t the b??t ??ti?n f?r ??ur bu?in??? letter.If ??u ?h???? to u?? it, r?m?mb?r t? put a ??l?n ?ft?r the ?hr???. Oth?rwi??, ??u ?h?uld use a ??mm? ?ft?r th? ??lut?ti?n.4. Body P?r?gr??h?While ?r?fting th? b?d? paragraph(s), remember th?t the r??i?i?nt i? a bu?? ??r??n.Y?u d?n’t want to t?k? u? too much of their time with fluff, f?n?? tr?n?iti?n?, ?r unf?mili?r vocabulary.In?t??d, k??? ??ur l?tt?r bri?f, ?l??r, and ?r?f???i?n?l.Communicate ??ur ??int? in a w?? th?t will b? ???? to und?r?t?nd without the n??d t? contact you f?r furth?r information.Also, u?? personal ?r?n?un?â€"?u?h ?? “I, w?, ?nd you”â€"to k??? a ??nv?r??ti?n?l t?n?.Additi?n?ll?, remember th? goal ?f ??ur letter.More lik?l? th?n n?t, ??u ?r?b?bl? w?nt t? p ersuade th? recipient in ?n? way ?r ?n?th?r.M??b? ??u want th?t person t? ??nd m?n??, fix ?n issue, t?k? an ??ti?n, or change his ?r her mind ?n an im??rt?nt i??u?.Whatever the ???? may b?, you need to use ?u???rting d?t?il? to m?k? your ?rgum?nt as ?ff??tiv? ?? ????ibl?.An?th?r w?? t? ?tr?ngth?n ??ur ?rgum?nt i? b? u?ing ??tiv? v?i?? r?th?r th?n a ????iv? ?n? thr?ugh?ut ??ur l?tt?r.With passive v?i??, th? ?ubj??t ?f th? ??nt?n?? i? b?ing acted u??n. H?w?v?r, f?r ??tiv? v?i??, the ?ubj??t should d? th? ??ti?n. For ?x?m?l?:Passive: Th? l?tt?r was writt?n b? J?hnn?.A?tiv?: J?hnn? wrote th? letter.D? you ??? the difference b?tw??n these ??nt?n???? U?ing ??tiv? v?i?? ?tr?ngth?n? your ideas and ?l?v?t?? your writing.Therefore, ?im for ??tiv? v?i?? wh?n?v?r ????ibl?.5. Additional PagesM??t business letters ?h?uld stick to ?n? page.If ??u n??d t? u?? more ??g??, m?k? ?ur? t? in?lud? a header.In thi? header, you could r??t?t? the recipient’s name, date, and an ?bbr?vi?t?d ?ddr???. It’? ?l?? important to in?lud? page numb?r? to h?l? ??ur r??i?i?nt keep th? ??g?? in th? ??rr??t ?rd?r.6. Concluding P?r?gr??hWh?n ??u’v? fini?h?d writing the b?d? paragraphs, ??n?id?r starting ??ur ??n?lu?i?n with a ?umm?r? ?f your main ??int?.Wh?t w?? ??ur r????n f?r writing th? l?tt?r? Make ?ur? t? summarize th?t in your ??n?lu?i?n.F?r example, if ??u w?nt t? ??r?u?d? a ??m??n? to giv? ??u th?ir bu?in???, m?k? ?ur? th?t ??u r?mind th?m of thi? f??t in th? ??n?lu?i?n.Bri?fl? r??t?t? the r????n? th?t th?? ?h?uld choose your ??m??n? ?v?r th? competition.Then, let th? recipients know what th? n?xt ?t?? should be.Sh?uld they ??nt??t ??u f?r m?r? inf?rm?ti?n? Do you w?nt th?m t? write ??u back? Ar? you h??ing th?t they ??nd money?M?k? ?ur? t? ?l??rl? ?t?t? what you w?nt th? r??i?i?nt and th?ir ??m??n? to d?.End the l?tt?r b? ?x?r???ing ??ur gr?titud? f?r th?ir time.R?m?mb?r that you’re addressing a bu?? ??r??n, so l?t him or her know h?w mu?h ??u appreciate the tim? th?? took t? r??d (? nd h???full? respond) to ??ur l?tt?r.You ??uld ?im?l? ??? ??m?thing like “Th?nk ??u f?r ??ur time ?nd ?tt?nti?n t? thi? matter!”7. ClosingCl??? your l?tt?r in a similar way t? how ??u ???n?d ??ur l?tt?r.The ?l??ing th?t ??u ?h???? should b? r?????tful and ??h? the l?v?l of familiarity ?h?wn in th? ??lut?ti?n. Some of th? ??ti?n? f?r th? ?l??ing in?lud?:Sin??r?l?Best wishesTh?nk youAll the b??tRespectfullyYours trulyWhi?h?v?r ?n? you choose, m?k? ?ur? t? put a comma after the closing.Then, sign ??ur n?m? in blu? ?r black ink. If ??u’r? ?m?iling th? l?tt?r, u?l??d a ???? of your ?ign?tur? th?t you can paste int? the l?tt?r ?ft?r the closing.Th?n, add ??ur ??nt??t inf?rm?ti?n: ?m?il address, ??ll ?h?n? numb?r, ?t?.If ??u’r? ??nding th? bu?in??? l?tt?r ?n b?h?lf of ??ur ??m??n?, add “pp” und?r ??ur n?m?. This ?t?nd? for “??r procurationem”, which means “thr?ugh th? ?g?n?? ?f” in Latin.B? adding thi? to ??ur l?tt?r, th? recipient knows that ??u’r? speaking f?r ??ur ??m??n? and n?t ju?t f?r ??ur??lf.An?th?r thing th?t you could ?dd to th? ?nd of th? letter i? CC, ?r ??rb?n copy. This tells th? recipient th?t th?? are r???iving a copy ?f a l?tt?r that w?? ??nt to ?th?r?.Th?n, you could list the ?th?r individu?l? who r???iv?d th? l?tt?r.8. Optional En?l??ur?Finally, ?r? ??u in?luding ?n? ?th?r d??um?nt? with your l?tt?r?If you w?nt t? include a contract, bill, ?dv?rti??m?nt, ?r other d??um?nt, ??u n??d to writ? “En?l??ur?” ?r “En?l” at the end of your l?tt?r. Y?u can add thi? a f?w lines ?ft?r ??ur signature.Al??, you ??uld m?k? a ?ui?k n?t? ?f wh?t th? ?n?l??ur? i? or how m?n? ??g?? ?r? included.Th? enclosure should b? th? l??t ??rt ?f ??ur bu?in??? l?tt?r.H?w?v?r, if th?r? ?r? multi?l? people receiving th? l?tt?r ?nd ?n?l??ur?(?), ??u ?h?uld h?v? “En?l??ur??” ??m? b?f?r? “CC”.Fin?l Th?ught?A business l?tt?r needs t? follow th? proper format ?nd f?rm?liti?? in ?rd?r to appear professional t? th? recipients.You w?nt your writing t ? provide a gr??t fir?t im?r???i?n t? ?li?nt?, customers, v?nd?r?, associates, ?nd ?th?r? r???iving ??mmuni??ti?n? from ??u.What d??? your writing ??? ?b?ut ??ur ??m??n?? Will it ?r??t? th? right impression?B? following th??? ?t??? ?n h?w t? writ? a bu?in??? letter, ?nd checking ??ur writing f?r ???lling ?nd gr?mm?r errors, you ??n craft a letter that will echo ??ur ??m??n?’? brand ?nd impress th? r??i?i?nt?.Summ?r?Company ?ddr???:If your ??m??n? has l?tt?rh??d, ??u ??n u?? thi? in?t??d ?f typing ?ut th? inf?rm?ti?n. If not, ??ur ??m??n?’? address ?h?uld ?????r ?ith?r right or l?ft justified ?t the t?? ?f th? ??g?. Write out each word in the address instead ?f using ?bbr?vi?ti?n?.D?t?:Writ? the d?t? out rather than ?bbr?vi?ting with numb?r? ?nl?. F?r ?x?m?l?, “March 1, 2015” or “1 M?r?h 2015.” The d?t? should be l?ft justified and ?h?uld b? ???iti?n?d two ?r three lin?? above the r??i?i?nt’? address.Recipient’s n?m? ?nd ?ddr???:Add th? recipient’s n?m?, th?ir title if kn?wn, and th?ir ?ddr???. Writ? ?ut each w?rd in th? r??i?i?nt’? ?ddr???. This information ?h?uld be left ju?tifi?d a f?w lin?? above th? ??lut?ti?n.S?lut?ti?n:Ch???? ??ur ??lut?ti?n b???d ?n whether ??u kn?w th? ??r??n t? whom ??u ?r? writing, how well ??u kn?w th?m if ??, and th? r?l?ti?n?hi?’? level ?f f?rm?lit?. A ??lut?ti?n is m?r? th?n a ?im?l? gr??ting; it i? ?n indi??t?r ?f r?????t. There ?r? several options t? u?? d???nding ?n th? ?itu?ti?n:B?d?:The b?d? ?f ??ur business l?tt?r ?h?uld ??nt?in a f?w ??n?i?? paragraphs th?t convey ??ur m????g? ?l??rl?. Strike th? right t?n? by ?v?iding lengthy, m??nd?ring sentences ?nd getting ?tr?ight to th? ??int. If ??u ?r? n?t sure h?w t? start, consider u?ing “I ?m writing ??u regarding…” ?? th? ???ning ?hr???.Y?ur r??d?r will g?t th? b??t impression wh?n ??ur m??ning i? ?r??t?l-?l??r. Y?u ?h?uld explain ??ur ???iti?n u?ing as f?w words ?? ????ibl? ?n. At th? ??m? time, feel fr?? t? b? conversational if it is ???r??ri?t?. B u?in??? correspondence ?h?uld b? fri?ndl? ?nd helpful if ????ibl?.Summ?riz? your ??int? ?l??rl? in th? l??t ??r?gr??h and outline ??ur expectations or ??ur ?l?nn?d ??ur?? of ??ti?n. This is a ?uit?bl? ?l??? t? mention that th? recipient m?? ??nt??t ??u with ??n??rn? or ?u??ti?n?. B? ?ur? to th?nk th? r??i?i?nt f?r his or h?r attention t? the letter ?r t? th? m?tt?r at h?nd.Cl??ing:Lik? its salutation, a bu?in??? l?tt?r’? ?l??ing is ?n indi??t?r of respect that should reflect th? f?rm?lit? ?f ??ur relationshipU?? a ??mm? after ??ur ?l??ing, no m?tt?r whi?h you choose. Left ju?tif? th? closing.Sign?tur?:Leave about f?ur lin?? ?f t?xt empty so ??u have r??m to sign your n?m?. U?? blu? ?r bl??k ink for a ?l??n, ?r?f???i?n?l look.Sender’s t???d n?m? ?nd contact inf?rm?ti?n:T??? ??ur n?m?, ?nd th?n ?dd your title on the next lin?. Ski? a line, th?n type ??ur t?l??h?n? numb?r. On th? n?xt lin?, t??? ??ur ?m?il address.En?l??ur?? (if ???li??bl?):If ??u ?l?n to ?n?l??? ?n?thing with ??ur business l?tt?r, t??? th? w?rd “En?l??ur??” f?ll?w?d b? a ??l?n ?nd makes a n?t? th?t tells the r??i?i?nt wh?t else t? look f?r in th? envelope. For ?x?m?l?: The inf?rm?ti?n ?h?uld b? left ju?tifi?d and ?h?uld b? ???iti?n?d a f?w lines b?l?w your ??nt??t inf?rm?ti?n.______S?m?l?5 Hill Street M?di??n, Wisconsin 53700March 15, 2005M?. H?l?n Jones Pr??id?nt Jones, J?n?? J?n?? 123 Int?rn?ti?n?l Lane B??t?n, M?????hu??tt? 01234D??r Ms. J?n??:Ah, bu?in??? letter f?rm?t-th?r? ?r? bl??k formats, and indented formats, and m?difi?d bl??k f?rm?t? . . . ?nd who knows what others. T? ?im?lif? m?tt?r?, w?r? d?m?n?tr?ting the bl??k f?rm?t on thi? ??g?, one of the tw? most ??mm?n formats. F?r ?uth?rit?tiv? ?dvi?? ?b?ut ?ll th? v?ri?ti?n?, we highly recommend Th? Gr?gg R?f?r?n?? Manual, 9th ?d. (New York: McGraw-Hill, 2001), a gr??t reference t??l f?r workplace communications. Th?r? ???m? t? b? no ??n??n?u? ?b?ut ?u?h fin? ??int? ?? wh?th?r t? ?ki? a lin? ?ft?r ??ur r?turn address ?nd b?f?r? t h? d?t?: some guid?lin?? suggest th?t ??u do; ?th?r? do n?t. This is just a general sample, we will talk more about these formats further down.When ??u u?? th? block f?rm t? writ? a bu?in??? l?tt?r, all th? inf?rm?ti?n is t???d flu?h l?ft, with one-inch m?rgin? ?ll ?r?und. Fir?t provide ??ur ?wn ?ddr???, th?n ?ki? a lin? and ?r?vid? th? d?t?, th?n ?ki? one m?r? line and ?r?vid? the inside ?ddr??? of th? party t? whom th? l?tt?r i? addressed. If ??u are u?ing l?tt?rh??d th?t ?lr??d? ?r?vid?? ??ur ?ddr???, d? not retype th?t information; ju?t begin with th? d?t?. F?r f?rm?l l?tt?r?, avoid ?bbr?vi?ti?n? wh?r? ????ibl?.Ski? ?n?th?r lin? before th? ??lut?ti?n, whi?h ?h?uld b? f?ll?w?d b? a ??l?n. Th?n writ? th? b?d? ?f ??ur l?tt?r ?? illustrated h?r?, with n? ind?nt?ti?n ?t th? b?ginning? ?f paragraphs. Ski? lines between paragraphs.Aft?r writing th? body of th? letter, type th? ?l??ing, f?ll?w?d by a comma, l??v? 3 bl?nk lines, then t??? ??ur n?m? ?nd title (if applicable), ?ll flu?h l? ft. Sign th? letter in th? bl?nk ????? ?b?v? ??ur typed name. Now d???nt th?t l??k professional?Sin??r?l?,John DoeAdmini?tr?tiv? Assistant______S?m?l? 25 Hill Str??t M?di??n, Wi???n?in 5370015 M?r?h 2005Ms. H?l?n J?n?? President J?n??, J?n?? J?n?? 123 International L?n? Boston, M?????hu??tt? 01234D??r M?. J?n??:Ah, business letter formatthere ?r? bl??k formats, ?ndind?nt?d f?rm?t?, and m?difi?d block f?rm?t? . . . and wh?kn?w? wh?t others.   T? ?im?lif? matters, w?r? d?m?n?tr?tingth? ind?nt?d f?rm?t ?n thi? page, ?n? ?f th? tw? m??t ??mm?nf?rm?t?.   F?r authoritative advice about ?ll th? variations, we highly recommend Th? Gr?gg R?f?r?n?? M?nu?l, 9th ?d. (NewYork: M?Gr?w-Hill, 2001), a gr??t r?f?r?n?? tool for w?rk?l?????mmuni??ti?n?.   Th?r? ???m? to be no ??n??n?u? about suchfine ??int? ?? wh?th?r t? ?ki? a lin? after ??ur r?turn ?ddr??? and before the date: some guid?lin?? ?ugg??t th?t ??udo; ?th?r? d? n?t.   This is just a general sample, we will talk more about these formats f urther down.If ??u ?r? u?ing the ind?nt?d form, place ??ur address ?tthe t??, with th? left edge ?f th? ?ddr??? ?lign?d with th?centre ?f th? page. Ski? a lin? ?nd t??? th? d?t? ?? th?t itlin?? up und?rn??th ??ur address.   T??? the in?id? ?ddr??? ?nd??lut?ti?n flush l?ft; the ??lut?ti?n ?h?uld be f?ll?w?d b? a??l?n. For f?rm?l l?tt?r?, avoid ?bbr?vi?ti?n?.Indent the fir?t lin? ?f ???h ??r?gr??h ?n?-h?lf inch.Ski? lines between paragraphs.In?t??d of placing th? closing ?nd signature lin??flu?h left, t??? th?m in the ??ntr?, ?v?n with the ?ddr????nd d?t? ?b?v?, ?? illu?tr?t?d here. Now d???nt that look?r?f???i?n?l?Sin??r?l?,John D??MAIN C?M??N?NT? ?F A GR??T BU?IN??? LETTER “B?D?”A g??d first im?r???i?n (??lut?ti?n)R????n f?r writing (th? b?d? ?f th? letter)Ending the Business L?tt?rAll?wing for Future Contact1. A Good First Im?r???i?n (S?lut?ti?n)Your fir?t impression ?n the reader will be th? salutation of ??ur l?tt?r.Make sure th? ??r??n’? name ?nd titl? are ???ur?t? ?nd ??? ll?d ??rr??tl?. If it h?? b??n impossible to find th? person’s name u??, “Dear Sir ?r M?d?m:”If ??u ?r? unsure ?f the person’s g?nd?r you may u?? the full name in a salutation.F?r example, you might write Dear Chri? Willi?m?: if you w?r? unsure ?f Chri?’ gender. The n?m? in your ??lut?ti?n should be th? ??m? n?m? ?? u??d f?r the R??i?i?nt’? Address.L??v? one bl?nk lin? ?ft?r th? salutation.2. R????n for Writing a Business L?tt?r (the B?d? ?f th? Letter)Bu?in??? letters ??n b? written for m?n? r????n?, such as:Inquiry (to ask for information)R??u??t ( t? ??k ??m??n? t? d? something)Apology (t? say sorry)C?m?l?int (t? ??m?l?in ?b?ut a ?r?bl?m)In writing a l?tt?r ?f in?uir? or r??u??t, ??u ??uld b?gin ??ur l?tt?r ???ing, “C?uld ??u ????ibl?…” or “I w?uld be gr?t?ful if ??u would…”When giving b?d news ?r ???l?gizing, you ?h?uld b? t??tful ?nd ??lit?, giving the reason f?r th? ?r?bl?m. “Unf?rtun?t?l? we will b? unable to ?r????? your order ?n tim? due to” ?r â €œUnfortunately we will n?t b? able to meet with you ?t thi? tim? du? t? ?v?rwh?lming previous ??mmitm?nt?.”U?? a bl??k f?rm?t wh?n writing your l?tt?r. Do not ind?nt ??r?gr??h? but d? ?ingl? ?????. L??v? one blank ????? between ??r?gr??h?. It i? v?r? im??rt?nt when writing a bu?in??? letter to r?m?mb?r th?t ??n?i??n??? i? key.In th? fir?t ??r?gr??h, ???n in a friendly manner and th?n ?t?t? ??ur purpose in writing.Th? n?xt ??r?gr??h ?h?uld ?r?vid? d?t?il? justifying th? r????n f?r writing.A third paragraph m?? provide background inf?rm?ti?n ?nd supporting details.3. Ending the Business L?tt?rTh? ?l??ing ??r?gr??h ?h?uld r??t?t? th? ?ur???? ?f th? letter ?nd if n??????r? request some t??? ?f ??ti?n. “Please contact us if ??u h?v? any furth?r ?u??ti?n?.” “I would like t? m??t with ??u ?t ??ur ??nv?ni?n?? to di??u?? this matter further.”A? w?ll, if d??um?nt? ?r? to b? ?n?l???d, th?t ?h?uld b? indicated in the closing ??r?gr??h. “Pl???? find ?n?l???d…”4. All?wing for Fut ure ContactTh? closing paragraph should also r?f?r to futur? ??nt??t, ?u?h ??, “I look forward to m??ting with ??u n?xt W?dn??d??.”WHI?H BL??K FORMAT CAN I U?? FOR MY BUSINESS L?TT?R?Full Block F?rm?tFull block ?t?l? business l?tt?r? h?v? a f?rm?l ?????r?n??, h?w?v?r they ??n b? u??d in inf?rm?l business ?itu?ti?n? as w?ll ?? formal ?n??.If ??u are looking for a single f?rm?t th?t will work well in every situation, thi? i? a g??d ?n? t? use.N?ti?? th?t th? f?ll?wing bu?in??? letter format i? l?id ?ut ?? th?t it i? easy t? r??d. It i? ?l?? a t?m?l?t? that is very ???? t? t???, ?? th?r? ?r? n? indents to worry about.Full Block Format Bu?in??? Letter T?m?l?t?Y?ur Name Addr??? Address Ph?n?T?d??’? D?t?Recipient’s N?m? Company Addr??? AddressDear (R??i?i?nt’? N?m?),This bl??k f?rm?t bu?in??? l?tt?r t?m?l?t? illustrates h?w quick and easy ??mmuni??ti?n? ??n b? t? type. N?ti?? that it l??k? v?r? mu?h lik? the ??mi-bl??k l?tt?r format, except th? ??r?gr??h? ?r? n?t ind?nt?d. This is a f?rm?t you ??n u?? f?r ?ll bu?in??? occasions.N?ti?? th?t ?ll ?l?m?nt? in thi? l?tt?r ?r? left ju?tifi?d. Thi? formatting provides a crisp, m?d?rn l??k th?t m?n? ????l? ?r?f?r.If you h?v? ?n? ?n?l??ur?? t? in?lud? in thi? letter, m?k? a n?t? at th? bottom l?ft, a f?w spaces below the ?ign?tur? bl??k. Just writ? “?n?l??ur??:” ?nd f?ll?w up with th? n?m?? ?f any it?m? inside the ?nv?l???. A brochure, an application, or a ???? ?f ?n invoice ?r? some ?f th? things you might think about in?luding.Sin??r?l?,Y?ur Fir?t n?m?, Last name, and TitleM?difi?d Block F?rm?tM?difi?d bl??k ?t?l? bu?in??? l?tt?r? are l??? f?rm?l th?n full bl??k style letters. If ??u ?r? ??rr????nding with ??m??n? ??u ?lr??d? have a g??d working r?l?ti?n?hi? with, the modified block style l?tt?r i? a good one to u??.Notice th?t the f?ll?wing business l?tt?r f?rm?t i? written with?ut ind?nt?. If you prefer t? u?? indents, try using th? ??mi-bl??k ?r m?difi?d ??mi-bl??k format in?t??d.Modified Block Format Bu?i n??? Letter T?m?l?t?Y?ur N?m? Address Address Ph?n?Today’s DateR??i?i?nt’? N?m? Company N?m? Address AddressDear (Recipient’s N?m?):Thi? modified bl??k bu?in??? letter f?rm?t looks very much lik? th? m?difi?d ??mi-bl??k letter f?rm?t, ?x???t th? ??r?gr??h? are n?t ind?nt?d. M?difi?d block l?tt?r? are ju?t a little l??? formal than full bl??k letters.Notice th?t the sender’s ?ddr???, th? ?l??ing, th? ?ign?tur?, ?nd th? signature bl??k ?ll start n??r th? ??ntr? ?f the ??g?. In some ?????, ????l? wh? ?r?f?r t? use thi? format b?gin th??? elements five spaces t? th? right ?f th? ??ntr? ?f th? ??g?.If ??u h?v? any enclosures to in?lud? in this l?tt?r, m?k? a n?t? ?t th? b?tt?m left, a f?w ?????? below th? ?ign?tur? bl??k. Ju?t writ? “?n?l??ur??:” and f?ll?w u? with th? n?m?? of ?n? it?m? in?id? th? ?nv?l???. A br??hur?, ?n application, ?r a ???? of ?n inv?i?? ?r? ??m? ?f th? thing? ??u might think ?b?ut in?luding.Sincerely,Your First name, Last name, ?nd TitleSt?nd?rd FormatS t?nd?rd f?rm?t bu?in??? l?tt?r? ?r? quite f?rm?l. B???u?? th?? in?lud? ?n optional ?ubj??t line, they are id??l f?r ?itu?ti?n? in whi?h you need to ?r??t? a f?rm?l r????n?? or ??mmuni??t? about ?n ????unt number ?r case number.At th? b?tt?m of thi? t?m?l?t?, ??u’ll ??? something th? ?th?r bu?in??? letter t?m?l?t?? d?n’t ??nt?in.B?l?w th? signature block are three lin?? of text indi??ting that a ???r?t?r? or ???i?t?nt typed the letter for th? ??nd?r, th?t a ???? w?? sent t? another recipient, ?nd th?t th?r? are enclosures.In other bu?in??? letter formats, “enclosures” i? written ?ut. In standard f?rm?t, th? w?rd i? ?bbr?vi?t?d.St?nd?rd Format Bu?in??? Letter T?m?l?t?Y?ur N?m? Addr??? Addr??? Ph?n?T?d??’? D?t?Recipient’s N?m? C?m??n? N?m? Address Addr???SUBJECT: T??? th? ?ubj??t here ?nd und?rlin? it.D??r (Recipient’s N?m?),Thi? ?t?nd?rd bu?in??? letter format l??k? very much lik? th? block letter format. Notice that ?v?r?thing i? left justified.You will n?ti?? th?t this t?m?l?t? contains ??m? ?l?m?nt? th?t ?r? different from those in th? ?th?r bu?in??? l?tt?r formats on thi? ??g?. Fir?t, th?r? is a ?ubj??t lin?. Thi? element is optional, ?nd ??n b? replaced with a “RE:” line th?t i? u??d t? reference ??m?thing specific lik? a previous ??mmuni??ti?n ?r an ????unt number. B? sure t? und?rlin? thi? so th?t it ?t?nd? out.Additi?n?ll?, thi? template has three ?th?r ?l?m?nt?. On th? lin? l???t?d b?n??th the ?ign?tur? block, ??u will n?ti?? my initi?l? in u???r ???? l?tt?r?. A colon separates th?m fr?m my assistant’s initials, whi?h ?r? writt?n in l?w?r ???? l?tt?r?. This indi??t?? th?t m? assistant t???d th? l?tt?r f?r m?. If ??u t??? a ?t?nd?rd business letter ??ur??lf, you d? not need to in?lud? this ?l?m?nt.B?n??th the initi?l?, you will ??? “??:” followed b? m? bu?in??? partner’s name. This indicates that I have ??nt a ???? ?f thi? letter t? m? ??rtn?r. If you writ? a l?tt?r lik? this one but d?n’t ?? ?n??n?, there’s n? n??d t? in?lu d? thi? ?l?m?nt.Finally, you will notice th? l?tt?r? “?n?l” f?ll?w?d b? a colon. This indi??t?? th?t th?r? ?r? ?n?l??ur??. Int?r??tingl?, th? standard bu?in??? letter i? the ?nl? one in which you u?? “?n?l” instead ?f writing “?n?l??ur?” t? show that a brochure, ???li??ti?n, invoice, ?r other it?m(?) ?r? ?n?l???d. A? ??u may have ?lr??d? gu????d, you ??n ?ki? the “?n?l” if ??u haven’t included anything with th? letter in th? envelope.Sin??r?l?,Y?ur Fir?t name, L??t name, ?nd Titl???: Business P?rtn?r, Oth?r ?ntit? encl: Bu?in??? letter templateO??n F?rm?tTh? ???n f?rm?t bu?in??? l?tt?r has a ?l??n, formal l??k just ?? th? bl??k f?rm?t l?tt?r d???. It i? ?uit?bl? f?r ?ll bu?in??? communications.There is one m?j?r difference b?tw??n thi? format and th? ?th?r bu?in??? l?tt?r f?rm?t?: It ??nt?in? n? ?un?tu?ti?n ?ft?r the greeting, ?nd no punctuation ?ft?r th? ?l??ing.S?mi-Bl??k F?rm?tTh? semi-block format business l?tt?r i? a little l??? formal than the bl??k format le tter and slightly more formal th?n the m?difi?d block f?rm?t letter.It w?rk? well in ?lm??t all ?itu?ti?n? ?nd i? a good ?h?i?? if ??u find ??ur??lf ?n th? fence ?b?ut which f?rm?t t? u??.S?mi-bl??k bu?in??? letters diff?r from m??t ?th?r? in that the fir?t line ?f ???h ??r?gr??h i? indented. Look ?t th? m?difi?d ??mi-bl??k bu?in??? letter t?m?l?t? if ??u’d lik? t? try another f?rm?t with indentations. It is th? l???t f?rm?l ?f all the f?rm?t? ?h?wn ?n thi? page.Semi Block Format Bu?in??? Letter T?m?l?t?Your Name Addr??? Addr??? Ph?n?T?d??’? D?t?Recipient’s Name C?m??n? Addr??? AddressD??r (R??i?i?nt’? N?m?),Thi? ??mi-bl??k bu?in??? l?tt?r f?rm?t l??k? v?r? mu?h like the block l?tt?r format, ?x???t th? ??r?gr??h? have b??n ind?nt?d. Semi-block f?rm?t letters ?r? ju?t a littl? m?r? formal than m?difi?d ??mi-bl??k bu?in??? l?tt?r?.N?ti?? th?t th? sender’s ?ddr???, the ?l??ing, th? ?ign?tur?, ?nd th? signature block ?r? left ju?tifi?d.The only ?l?m?nt? ?f thi? business l?tt? r f?rm?t th?t ?r? not l?ft ju?tifi?d are th? fir?t lines ?f ???h ?f the ??r?gr??h?.If ??u h?v? ?n? ?n?l??ur?? t? include in this letter, m?k? a n?t? ?t th? b?tt?m l?ft, a f?w ?????? below th? ?ign?tur? bl??k. Ju?t write “?n?l??ur??:” ?nd follow u? with the n?m?? ?f ?n? items in?id? th? ?nv?l???. A brochure, an application, or a copy ?f ?n inv?i?? are some of th? thing? ??u might think ?b?ut in?luding.Sin??r?l?,Y?ur Fir?t name, Last name, ?nd TitleEmb?d code:TIPS F?R FORMATTING YOUR LETTERWh?n writing a l?tt?r, ??ur letter ?h?uld be ?im?l? ?nd f??u??d, ?? that the ?ur???? ?f ??ur l?tt?r is ?l??r.Singl? ????? ??ur l?tt?r ?nd leave a space b?tw??n each ??r?gr??h.Ju?tif? your letter.U?? a ?l?in f?nt lik? Arial, Tim?? New Roman, C?uri?r N?w, ?r Verdana. The f?nt size ?h?uld be 10 or 12 ??int?.L??v? a bl?nk line ?ft?r th? ??lut?ti?n ?nd b?f?r? th? closing.Business l?tt?r? should ?lw??? be ?rint?d ?n whit? b?nd ????r rather than ?n colour ????r ?r ??r??n?l ?t?ti?n?r?.Ch??k f?r F?rm?tti ng Err?r? ?nd T????On?? ??u have writt?n ??ur business l?tt?r, proofread it (u?ing ???ll ?h??k) on th? ??r??n. Th?n ?rint it out ?nd r??d it through at l???t ?n? m?r? tim?, checking f?r ?n? errors or t????. (Its ?ft?n easier to spot ?rr?r? ?n a h?rd ????.)Be ?n th? l??k?ut f?r f?rm?tting ?rr?r? as w?ll, ?u?h ?? two ??r?gr??h? that d?n’t have a ????? in b?tw??n, or lin?? th?t ?r? indented in??rr??tl?.Th?n before putting ??ur l?tt?r in an ?nv?l???, dont f?rg?t to ?ign above ??ur t???d n?m?, u?ing blu? ?r bl??k ink.If ??u are u?ing Mi?r???ft W?rd ?r another w?rd ?r?????ing ?r?gr?m t? writ? your letter, th?r? ?r? t?m?l?t?? ?v?il?bl? th?t can help ??u format your l?tt?r ??rr??tl?.A ??U?L? ?F THING? T? H?V? IN MIND WHIL? WRITING A BU?IN??? LETTERa. Write a L?tt?r t? B? AuthoritativeYou can ??f?l? ???um? that ??uv? ??hi?v?d ??rt ?f ??ur objective when the r??i?i?nt ???? th? r?turn ?ddr??? on th? ?nv?l???, ?nd ???n? it, ??g?r t? r??d th? ??nt?nt?.Score ?n? ??int for the ?m?ll bu?in??? own er.Writ? a letter ?n? tim? ??u wish to ????rt your ?uth?rit? ?nd ?r?dibilit? â€" ?? if ??ur? ???ing between th? lin??, “I m??n business; n?w li?t?n up.”Examples in?lud? ?n ?nn?un??m?nt l?tt?r, ?n ?gr??m?nt, a fundraising letter, ?n in?uir?, a ??li?? ?h?ng? ?nd r?j??ti?n l?tt?r?.Ev?n ?r?m?ti?n?l ?nd ??l?? l?tt?r? can (?nd ?h?uld) be ?uth?rit?tiv? in nature which has n?thing t? d? with th? t?n?, but has everything to d? with th? seriousness th?t ??u h??? th? r??i?i?nt ?i?k? u? from th? l?tt?r.b. Writ? a Letter to Serve as D??um?nt?ti?nEv?n b?f?r? ??u b???m? a small-business ?wn?r, you probably w?r? asked t? write a l?tt?r to v?rif? ??m?thing ??u may h?v? ??mmuni??t?d in ??r??n ?r b? ?h?n?.Th??? t???? ?f letters ?u??l? ?r??f, and they m?? form a ????r tr?il if it? possible th?t ??m? t??? ?f ??nfli?t is ?n th? h?riz?n.All bu?in??? l?tt?r? ?h?uld b? signed, and d??um?nt?ti?n l?tt?r?, if n?t ?ign?d, will im??rt next t? n? v?lu?.Ex?m?l?? of documentation letters in?lud? authorization, ??m?l?int, d??lin?, ?rd?r, ?r?????l and t?x l?tt?r?. “L?tt?r? of int?nt” ??n run th? g?mut fr?m ?n int?nt t? ?ur?h??? t? an intent to ?ur?u? litig?ti?n, ?r? ?l?? in thi? ??t?g?r?.c. Writ? a Letter t? S?rv? ?? P?rt of a R???rdWh?n youre mindful th?t your w?rd? (and ??ti?n?) will ?ff??t the futur? ?nd may b? r?vi?it?d over tim? for v?rifi??ti?n, its d?finit?l? tim? t? write a l?tt?r.You ?h?uld r?t?in a ???? of every letter ??u writ?, but l?tt?r? th?t h?v? quasi-permanent v?lu? deserve ?v?n m?r? ??r?ful tr??tm?nt; ??u may n??d t? retrieve ?nd r???nd th?m, if th? recipient ?r ?n interested third ??rt? mi??l???? th?m.Alth?ugh m??t bu?in??? l?tt?r? ?r? di?tingui?h?d b? their br?vit?, these types ?f letters are likely the quickest to write. They m?? not be sweet, but th??r? u?u?ll? ?h?rt.Examples in?lud? ??rtifi??ti?n, collection, ??ntr??t, donation, grievance, ??rmi??i?n, recommendation, r?f?r?n??, r??ign?ti?n, retirement, t?rmin?ti?n ?nd warning l?tt?r?.d. Writ? a L?tt?r to Sh?w You C?r?If ??u can imagine th? r??i?i?nt t??king ??ur letter t? a bulletin b??rd ?r r?frig?r?t?r â€" to r??d ?nd reread again â€" th?n it? a g??d ?ign that ?n event h?? occurred ?r ?n ?????i?n i? taking ?l??? th?t demands ?n additional ?tt?nti?n.Burni?h th? g??dwill by ?dding a h?ndwritt?n “P.S.” ?t the ?nd ?f your l?tt?r.Examples in?lud? ???r??i?ti?n, bu?in??? anniversary, ??nd?l?n?? ?nd ??ngr?tul?t?r? l?tt?r?.e. Writ? a L?tt?r to D?m?n?tr?t? Cl???Y?ur ancestors might ?hu?kl? ?t th? n?ti?n ?f l?tt?r writing being ??ll?d a classy und?rt?king. But then, th?? t?nd?d t? be active ??rib?? who didnt h?v? anywhere n??r as many modes ?f ??mmuni??ti?n.N?xt t? t?xting in?t?nt m????g??, t?xting m????g?? and writing ?m?il?, letters h?v? ri??n in ?t?tur? ?nd respectability.Sin?? letters ?r? n?t ?? ??mm?n as th?? ?n?? were, they ??n ?v?n trigg?r ?nv? in people who d? n?t receive them.ADVANTAGES OF BUSINESS LETTERC?mmuni??ti?n thr?ugh l?tt?r? ???u?i?? th? l?rg??t ?h?r? in th? t?t?l v?lum? of ??m muni??ti?n b???u?? of th? f?ll?wing ?dv?nt?g??:Letters ?r? less ???tl? than ?th?r m??n? ?f ??mmuni??ti?n.L?tt?r? can be ??nt to l?ng distant ?l???? b? ???t within a ?h?rt tim?. Of ??ur??, l?tt?r? may be ??nt by messengers within n?ighb?uring areas.L?tt?r? are dr?ft?d ?ft?r proper thinking ?nd planning and so th? ?ubj??t matter can b? presented in a ???t?m?ti? ?nd l?gi??l way.Th? id??? ??nv???d in l?tt?r? ?r? ?l??r ?nd fr?? fr?m ?mbiguit?.Th? size of a l?tt?r m?? b? big ?r ?m?ll ?? required.Letters ?imult?n??u?l? ?r?vid? ?vid?n?? ?nd exact copies ??n b? retained.Same communication m??-b? m?d? to a numb?r ?f persons at a tim?, thr?ugh du?li??ting ?r ?rinting.M?n? unpleasant and d?li??t? m?tt?r? whi?h ??nn?t b? ???k?n f??? t? face ?r thr?ugh m??h?ni??l devices can b? written in l?tt?r? in a di??r??t language.Letters ?r? ?uit?bl? for ?ll types ?f ??mmuni??ti?n.Th?r? i? ?t?nd?rdi??ti?n in form ?nd ?t?l? readily ?????t?bl? by the bu?in??? w?rld. Ev?n internationally accepted ??d? l?ngu?g? is used.