Despite the fact that email is now the primary means of corporate communication, there are still a few instances where a professional letter remains the preferred medium of communication. Your message should be courteous, professional, and succinct when drafting a professional letter. To accomplish this effectively, you must first understand how to style a business letter. In this article, we define a professional letter; discuss when and how you should write one, how to end a professional letter and recommendations to help you construct one.
What is a professional letter?
Professional letters are used to convey work-related communication in a variety of situations, such as recommendations, references, networking, career, employment, or business. They can be used to dazzle potential employers, demonstrate civility and professional etiquette, or let the receiver to get to know you personally as well as professionally, depending on the occasion. When you use a professional letter to interact with a potential or existing employer, a copy is usually maintained in your permanent record, along with your resume and other pertinent papers.
How to write a professional letter
The following are the stages to writing a successful professional letter:
1. Specify your address.
You may skip this step if you’re using paper with a professional letterhead. Otherwise, put your organizations, schools, or business’s address in the upper left side of the page. Since your name and/or title will appear in the closing, all you need to submit here is your mailing address, city, state, and Area code.
2. Give the date.
You should provide the date you authored or concluded the letter just below your address. In the United States, the month, day, and year are listed first, followed by the year. For instance, you might write “August 31, 2021.”
3. Determine the name and address of the receiver.
After skipping a line, identify the person by listing their name and mailing address to which you are writing. It’s typically better to address your letter to a specific recipient, so if you’re unsure, do some study or call the organization to find out that someone you should send your letter to.
4. Choose a professional greeting.
Just as it is necessary to discuss how to end a professional letter, it is vital to discuss how to begin your letter as well. Professional letters often include “Dear,” as the customary greeting, while others choose to just mention the recipient’s initials. Unless you know the individual and frequently address them by their first name, use the appropriate personal title and the last name for the person you are writing to, such as Mr., Miss, Ms., Mrs., or Dr. Etc. If you are unclear about the recipient’s gender, you may use the entire name rather than a personal title. Put a colon after the recipient’s name, whichever style you use.
5. Compose the body.
Professional letters, like other work-related communication, should be straightforward and succinct. In most cases, you must begin with a polite initial statement, followed by the letter’s purpose. Following that, you should elaborate on the main argument by adding supporting details, general background, and rationale. The closing paragraph should restate the letter’s aim and include a call to action. For example, you might say, “Please contact me if you have any further questions or concerns.” This will further be discussed in How to end your professional letter.
- Check your work for errors.
Spend a bit of time editing the letter to ensure it is free of errors. When you read the piece aloud, you have a better chance of catching spelling and grammatical problems, as well as any unusual wording.
HOW TO END YOUR PROFESSIONAL LETTER
You want your letter to finish in a manner that makes it obvious where you stand, whether you’re setting up a meeting, sending in a résumé, or inquiring about a possible resource. The fundamental dilemma remains, however, how to end a professional letter. Our experts have drafted out some samples for you guys which will surely turn out to be helpful.
- I look forward to meeting you at the seminar on Tuesday, July 11.
- Thanks for your consideration; please let me know if you have any questions.
- My deadline is this Friday, so I’m hoping to hear from you soon.
- Your advice has been excellent, and I look forward to working with you again soon.
Sometimes, you may simply want them to realize how much you understand and appreciate them. Make it clear in your closing phrase what action you are doing.
As a person who writes, you may like coming up with unique ways to convey your message in order to avoid speaking in a formulaic manner. However, the end of a letter is not the best place to experiment with language or otherwise reinvent the wheel. You should be comfortable utilizing a range of ending salutations, just as such correspondence frequently opens with the tried-and-true greeting “Dear Person’s Name.” Take a look at some of the most effective business letter closings you’ll ever come across and understand the concept of how to end a professional letter.
- Yours Truly,
“Yours truly,” like navy blue clothing or a beige appliance, blends in, which is a wonderful thing. The message here is, “I think we can fairly concur that how I sign off isn’t the most important element of this letter.”
Another strong possibility is “I mean it.” Again, the goal of these sign-offs is to get out of the way inconspicuously, and “sincerely” achieves the trick.
- Thank you once more.
Why not say “thank you” again if you’ve already said it? Just be cautious not to stomp on your concluding line if it is also about gratefulness: you don’t want to ruin the ending with an awkward “thanks again.”
This one can assist you in avoiding using the term “thank you” excessively. It also seems less clumsy than “thank you.”
This one is laced with respect, so be sure it’s appropriate for the situation. For example, if you’re writing to your renter to list a series of gross failures and abuses, and your final line is “Unfortunately if these faults are not promptly addressed, my next step may be legal action,” finishing with “respectfully” is uncomfortable.
If “respectfully” is too submissive, this one is a step up. Again, make certain that it is appropriate to the situation. You have alternative options if you imagine someone reading it and cringing.
This one, like “sincerely” and “best,” is solid and controlled, but it comes with a slew of optional extras. Consider teasing it with a mild adjective.