A business letter is used in companies for correspondence with partners, suppliers, employees, customers. This document plays an important role in creating a positive image of the company. Therefore, it is necessary to write a business letter correctly, competently, clearly, as well as simply and easily. It should be informative and pursue the goal that the organization needs to achieve from the recipient. To understand what a business letter is, you need to take a closer look at its structure.
In the right corner of your business letter, put your company logo. If the company does not have it, write the name of the organization, as well as its legal address and mandatory details, which, as a rule, are contained on the stamp. These are TIN, KPP, current account, correspondent account, BIK and other information about the account and the bank in which it is opened.
After the company logo and stamp, enter the recipient's personal data if the business letter is sent to a specific person. When the document is addressed to the enterprise, write its name, address of the location.
In the middle of the sheet, you should write an appeal to the recipient. If the letter is addressed to a specific person, write, for example, like this: "Dear Petr Efremovich!" When a letter is sent to a company, the following option is possible: "Dear partners!" Please note that when addressing the addressee, words cannot be shortened. If the letter is personal, you can write it like this: "Dear Yuri Albertovich!"
In the body of a business letter, first write the events that triggered a particular situation. Next, indicate the purpose of the letter. Consider this part of the document carefully. Clearly, concisely, in an accessible language, write a claim, invitation, request, offer, response, congratulation, request or other purpose that prompted you to write the letter.
Then summarize the business letter, that is, write the result that you want to receive from the addressee. If you, for example, invite your partner to a presentation of goods, then you should indicate the following: "We hope you visit the exhibition, choose the right product."
In some cases, documents are attached to the business letter. If you invite, for example, your partner to an exhibition, be sure to present the recipient with an invitation to this event.
Complete your business letter correctly. It is generally accepted that you need to write the words: "Sincerely …", and then indicate the personal data and contacts of the person on whose behalf the document was drawn up.
