Writing an Effective Business Letter

Email has become the business communication tool of the 21st century and gone are the days where we can only send important information through physically printed documents. However, printed mailings or business letters are still relevant in many aspects of the business world today. While email is considered the convenient way to spread information and share important notices, printed mailings are the most effective way to demonstrate an element of professionalism and show your receiver that you mean business.

While traditional mailings may be considered “old fashion” in many aspects, there are still many good reasons to use this method over email. Mailing a document is a more personal method. The receiver will find value in the fact that you have spent the extra time and money to send them a personalized letter, rather than send you a simple and impersonal email. This can be a good option for clients or customers that you especially value, such as big clients or ones you share a history or personal connection with. Mailing also gives your receiver a permanent piece to hold on to. This could be a great option if you are offering a special discount or sending a ticket to an event through the mail. In this case, sending an email will still leave the receiver the task of taking the time to print out the necessary information, therefore, you are saving them time by already mailing them the document.

You also have an opportunity to send product samples in envelopes for customers to sample. Furthermore, when you have a very important piece of information to send to a customer, a physical mailing may be a more effective means of gaining their full attention. We tend to skim through our emails, deleting things that don’t immediately stand out from the mess of SPAM that invades our inboxes.

Give it a personal touch by sending your clients, or potential customers a letter that invites a look! These letters may be letters of inquiry, sales letters, replying to a business letter or to convey goodwill.

Some tips to write an effective business letter:

• Know who you are writing for. Use the right greetings and language to communicate effectively.
• Be clear and to the point.
• Revise and edit your letter after a review from a colleague or copy editor in your company to check for grammar and formatting.
• Keep it professional and in an easy to read format.

Once you’ve decided to send the document or parcel through post, there are certain steps and details that you can apply to ensure that you’re post stands out and sends your intended message.

The first step will be to ensure your packaging is creative and looks highly professional. Depending on your line of business this could mean a simple, plain white envelope or perhaps a more unique option such as a transparent or neon envelope. All of these great options you can find online in bulk from companies such as envelopes24.co.uk. Your packaging will be the first impression, so put your best food forward with a professional and interesting selection.

The next step may not be an obvious consideration, however, it plays on an important sense. You want to ensure that you are using professional paper choices to print. Choose a paper exudes competence and quality, so your customer can feel your intentions before they even read what you have to say. You can find really great options from paperdirect.com to ensure you are making a great impression on customers.
Finally, and perhaps most importantly, you want to ensure that your content is professional, concise and contains no spelling or grammar mistakes. While you are probably already aware of the proper way to write a business letter, it doesn’t hurt to always double check yourself on exactly how to write a business letter.

Consider also some extra bonuses that would make your letter even more impressive, such as a rubber stamped clothing, professionally printed addresses (or maybe handwritten depending on what type of message you want to convey.