How to Write a Professional Letter

Whether it’s for job applications or filing a complaint, writing a professional letter is essential knowledge for almost everyone. Here are a few things to keep in mind.

Using Software Templates

The easiest way to accomplish this task is by using computer software. Most word processors have templates that you can use. Just open one of them and start typing. You can make the formatting changes after you have typed the letter. There are many designs to choose from. Try to keep it simple.

Writing Tips

The date should be on the first line at the right side. The format must be justified. Use an easy to read font. When writing a professional letter, put the company / individual name and address a line after the date. Press enter and start typing the main body of the letter.

Address the person by their names, like Mr. Smith or Ms. Smith. The letter recipient can be learned by making a few phone calls or emails. If you don’t know who it should be addressed to, just type “Dear Sir” or “Dear Madam”. You may also put in “To Whom it May Concern”.

Making a Draft

It’s a good idea to start with a draft. Just type down all your thoughts and comments. Don’t worry about the formatting or any errors. When you are finished, go over the letter. Print it out and read it.

Making the Final Letter

When writing a professional letter, commence by taking out unnecessary stuff in the draft. Check for any spelling errors. Double check the names and make sure that they’re spelled correctly. Check for any grammatical errors.

Word processors have grammar and spell checking features so use them. These checkers won’t be able to sort out all the errors, so read it carefully.

Making Your Point

The initial paragraph should contain a summary of the entire letter. This can be a summary of the complaint or whatever the matter is being discussed.

The next paragraphs need to be very specific. If you are filing a product complaint, specify the facts. When writing a professional letter, give dates, the exact nature of the complaint and what your demands or requests are. There is no need to express anger; just stick to the facts.

Other Tips

If the letter is for a job, state your credentials. Do not embellish the records. Just set down your credentials. Don’t forget to include an explanation of why you are suited for the job. The last paragraph should include “thank you”.

Add a time period when you expect a response. Put in four spaces before typing “sincerely” or “yours truly”. Print and sign it. Use a white stationary.

If you are sending out a resume, you may include some attachments related to your job functions and other resume information. Some companies have certain rules when it comes to sending in resumes. Follow them.

Writing a professional letter can be learned easily. It is a necessary skill and the payoffs can be immense, so you should strive to study it now.

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