Composing the Body. Strike the Right Tone: The tone of the letter must be formal, clear and polite. Do not use fancy, lengthy, and big words. One must be persuasive in the letter. Use of Personal Pronoun: One can use the personal pronouns in a business letter. If writing on behalf of the organization one must use ‘we’ instead of ‘I’. Write Precisely and Clearly: The content of the letter must be precise, clear, brief, and easily understandable. Use the Active Voice: Always write your letter in an active voice. Be Courteous: Always write a letter in a polite and respectful way. Always use courteous words. Use Additional Pages: If the matter is not fitting in one page of the letterhead, use the second page. One must keep in mind to include the page number on the second and subsequent pages.
Let us discuss the parts of a business letter. The Heading or Letterhead: It usually contains the name and the address of the business or an organization. It can also have an email address, contact number, fax number, trademark or logo of the business. Date: We write the date on the right_hand side corner of the letter below the heading. Reference: It shows the department of the organization sending the letter. The letter_number can also be used as a reference. The Inside AddressIt includes the name, address, postal code, and job title of the recipient. It must be mentioned after the reference. One must write inside address on the left_hand side of the sheet.