BUSINESS LETTER WRITING FORMAT
How to write
a business letter using MS word .Write all steps.
Step 1:
Open a New Document
1.
Launch MS Word
and open a new blank document by clicking on File > New > Blank
Document.
Step 2:
Set Up the Page Layout
1.
Go
to the Layout tab and set your margins to 1 inch (standard) by
selecting Margins > Normal.
2.
Set
the document’s font to a professional style, such as Times New Roman
or Calibri with a font size of 12 pt. This can be done from the Home
tab in the Font group.
3.
Ensure
the paragraph spacing is set to single spacing (select Home
> Line Spacing Options > choose Single).
4.
Set
justification to left-aligned, which is standard for business
letters (Home tab > Alignment group > Left Align).
Step 3:
Add the Sender’s Information
1.
At
the top of the document, enter your name, address, phone
number, and email address. This is your contact information.
o Example:
John
Smith
123 Business
Avenue
City, State,
ZIP
Phone: (123)
456-7890
Email:
john.smith@email.com
2.
Press
Enter twice to add some space after your information.
Step 4:
Add the Date
1.
Directly
below your contact information, enter the date.
o Example:
September 19,
2024
2.
Leave
a blank line (press Enter once) after the date.
Step 5:
Add the Recipient’s Information
1.
Below
the date, enter the recipient’s name, title, company name,
and address.
o Example:
Marketing
Manager
XYZ
Corporation
789
Corporate Road
City, State,
ZIP
2.
Press
Enter twice after the recipient’s address.
Step 6:
Add the Salutation
1.
Start
the letter with a greeting. Use a formal salutation such as
"Dear" followed by the recipient’s title and last name.
o Example:
Dear Ms.
Doe,
2.
Always
include a comma or colon after the salutation. Leave a blank line
(press Enter once) after the salutation.
Step 7:
Write the Body of the Letter
1.
Introduction:
Start with a brief introduction stating the purpose of the letter.
o Example:
I am writing
to inquire about your company’s product offerings for the upcoming holiday
season.
2.
Middle Paragraphs: Provide the necessary details or information. Be concise, clear, and
professional.
o Example:
Our company
is looking for a reliable supplier of promotional items to use in our client
outreach campaign. We are particularly interested in customizable products such
as mugs, pens, and notebooks.
3.
Conclusion:
End with a courteous closing. Request action or express gratitude.
o Example:
Please send
us a product catalog or a quotation for bulk orders. Thank you for your time,
and I look forward to your prompt response.
4.
Leave
a blank line after each paragraph (press Enter once).
Step 8:
Add the Closing
1.
Use
a professional closing phrase such as:
Sincerely,
Best
regards,
Respectfully,
2.
After
the closing phrase, leave three to four lines of space for your
signature, then type your full name.
o Example:
Sincerely,
John Smith
Step 9:
Add Any Enclosures or CCs (Optional)
1.
If
you are including additional documents, mention them by typing “Enclosure”
or “Enclosures” below your name.
o Example:
Enclosure:
Product Catalog
2.
If
you are sending copies of the letter to others, add “CC:” followed by
the names of the recipients.
o Example:
CC: Jane
Williams, Peter Roberts
Step 10:
Proofread the Letter
1.
Read through the letter to check for any grammar or spelling mistakes.
2.
Use
MS Word’s spell-check feature from the Review tab to ensure your
letter is error-free.
3.
Ensure
that the tone is professional and the format is correct.
Step 11:
Print or Send the Letter
1.
Once
the letter is finalized, you can either print it by going to File
> Print, or save it as a PDF and send it electronically.
Sample
Business Letter Example:
|
John Smith 123 Business Avenue City, State, ZIP Phone: (123) 456-7890 Email: john.smith@email.com September 19, 2024 Jane Doe Marketing Manager XYZ Corporation 789 Corporate Road City, State, ZIP Dear Ms. Doe, I am writing to inquire about your company’s product
offerings for the upcoming holiday season. Our company is looking for a reliable supplier of
promotional items to use in our client outreach campaign. We are particularly
interested in customizable products such as mugs, pens, and notebooks. Please send us a product catalog or a quotation for
bulk orders. Thank you for your time, and I look forward to your prompt
response. Sincerely, John Smith
|
