Strike the Right Tone: Make the purpose of your letter clear through simple and targeted language, keeping the opening paragraph brief. You can start with, “I am writing in reference to…” and from there, communicate only what you need to say. The subsequent paragraphs should include information that gives your reader a full understanding of your objective(s) but avoid meandering sentences and needlessly long words. Again, keep it concise to sustain their attention.
When you're writing a business letter or sending an email message, it's important to close your letter in a professional manner. The ideal ending for a business letter conveys your thanks and respect, without eccentricity or an overly familiar tone. Although it may seem old_fashioned, most business professionals expect written correspondence – whether via a letter or an email – to be written and formatted in a conservative manner.