The salutation is an important indicator of respect and indicates professional familiarity. It officially starts your letter and formally greets the recipient. Keep your salutation left-aligned with a line space between it and the recipient’s address. Here are some formal salutations you can choose from:

• If you don’t know the recipient well, “Dear Sir/Madam” is a safe choice.
• The recipient’s title and last name can also be used: “Dear Dr. Smith.”
• If you know the recipient well and have an informal relationship with them, you may consider a first-name address, like “Dear Susan.”
• If you’re unsure of the recipient’s gender, type their full name: “Dear Kris Smith.”
• Use “To Whom It May Concern” only if you don’t know whom, specifically, you’re addressing.
• Don’t forget a comma after a salutation or a colon after “To Whom It May Concern.”
  

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10. Include at least 3 body paragraphs.

Typically, a business letter has a beginning, middle, and end. This is called the body of your letter and is where you state your purpose or reason for writing. Think of it like writing any other paper or letter, except you should remain professional and follow these standard guidelines:

• The first paragraph is your introduction and states the main purpose or subject of the letter. Avoid going into too much detail, and stick to vague points of interest that’ll keep the recipient reading.
• The second paragraph details specific information about your purpose or subject. Put statistics, data, or first-hand accounts in this paragraph. Your second paragraph could consist of more than one small paragraph, as long as it stays on a single page.
• The third paragraph is your conclusion and restates your purpose or subject. Explain your “main idea” or reason for writing again while giving the recipient an incentive to get back to you.

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11. Strike the right tone.

Time is money, as the saying goes, so the tone of your letter should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with “I am writing to you regarding…” and go from there.

• Don’t concern yourself with flowery transitions, big words, or lengthy, meandering sentences. Your intent should be to communicate what needs to be said as quickly, clearly, and cleanly as possible.
• Be persuasive in your letter and state your needs or wants in a way that makes the recipient want to help you.
  

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12. Use personal pronouns.

It’s perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.” This makes your letter personable so the recipient doesn’t feel like they’re reading a generic, generated message.

• Be aware if you’re writing the letter on an organization’s behalf. If you’re stating the company’s perspective, you should use “we” so the reader knows that the company stands behind your statement.

13. Use active voice.

When describing a situation or making a request, make sure to write in the active voice rather than the passive voice. Passive voice can make your writing ambiguous or impersonal, while active voice is more streamlined and straight to the point. For example:

• Passive: The sunglasses are not designed or manufactured with attention to their durability.
• Active: Your company designs and manufactures sunglasses without attention to their durability.

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14. Be conversational when appropriate.

Letters are written by people to people. You can’t build a relationship with generic, impersonal letters. However, stay away from colloquial language or slang such as “you know,” “I mean,” or “wanna.” Keep the tone business-like but be friendly, polite, and helpful.

• Use your best judgment when determining how much personality to reveal. Sometimes adding a little humour is helpful in a business setting, but err on the side of caution before making a joke or telling a story.

15. Wrap it up with a call to action.

In the last paragraph or conclusion, summarize your points and clearly outline your planned course of action or what you expect from the recipient. Note that the recipient may contact you with questions or concerns and say thank you for their attention to the matter at hand.

• Your call to action could be as simple as, “Please read the attached document and send your feedback,” or as detailed as, “Let’s work together to fight climate change by integrating eco-friendly transportation and shipping into our company.”

16. End the letter with a formal but polite closing.

The closing, like the salutation, is an indicator of respect and formality. “Sincerely” or “Best regards” are common professional closings. Place this complimentary close 2 lines below the last line of the body of your letter with a comma after it.

• “Yours sincerely,” “Cordially,” “Respectfully,” “Regards,” and “Yours Truly” are also acceptable and respectable.
• “All the best,” “Best wishes,” “Warm regards,” and “Thank you” are slightly less formal but still professional.

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17. Sign the letter.

Leave about 4 lines of empty space for your handwritten signature. You can either sign the letter after you’ve printed it before slipping it into an envelope, or you can digitally sign the document or upload your signature into your word processor.

• Avoid using a colored pen when signing a business letter or professional document. Always opt for black or blue ink.
• If you’re signing the letter on someone’s behalf, write “pp:” before your signature. This stands for “per procurationem,” which means “by agency” or “on behalf of.”

18. Include your typed name and contact information.

Beneath your signature, type your name, title, phone number, email address, and any other applicable means of contact. Give each piece of information its own line.

19. Add the typist’s initials.

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20. Make note of additional documents.

21. Add additional recipients’ names.