Best Practices for Writing Business Letters

1. Best Practices for Writing Business Letters Maureen CampbellExecutive Assistant, Associate Vice-President, Registrar and Chief Information Office February 26, 2010

2. Business Letter vs. Business Email Formal format – letterhead Less formal Formal tone Conversational tone 1st impression Usually know recipient Personal & Private One-to-many One-time correspondence Immediate and repeated contact External audience Internal & external audiences

3. Types of Letters • Courtesy and Cover Letters • Brief, personal • Decision and Legal Letters • Refer to regulations, policy, established practices • Less personal • Templates work well • Initiating • Introductory • Requesting action/decision • Special Interest • May be result of campus activity • General inquiries

4. Getting Started • What is the letter’s purpose? • Review incoming inquiry and supporting documents • What is intended end result? • Who is the audience? • What message are you trying to convey? • Outline rationale for decision – steps taken • Describe reasons for request and desired outcome • How will parties benefit? • Promote RRU

5. Writing Tips • Project a professional image • Language • Format • Be clear and concise • Be specific • Introduce acronyms, limit use of jargon • Don’t ramble • Be diplomatic and respectful • “Thank you for your inquiry…” • “I regret to inform you…” • Ask colleagues for feedback

6. Formatting Tips Letterhead on first page only Choose appropriate font White space, blank lines between date & address; address & salutation, etc. Keep dates and names on one line (shift-control-space) Signature block – ensure signer’s name, initials, title are correct Use a consistent style and format

7. Formatting Tips If required, 1st page footer should be above letterhead footer Text should be balanced on page – white space at top and bottom Continuing text on next page Final review – remember this may be the recipient’s first impression of RRU Fold letter neatly and print envelope address