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.
Since your signature is likely to be difficult to read, type your name down a couple of lines so that your reader knows who is writing to them. Enclosures: (Below signature block) If you have included any further material _ a business card, a brochure, a price sheet, whatever _ list the number of items and describe each. Finally, proofread, proofread, and proofread again. While a friend might excuse even the worst spelling and grammar, a business letter is often your first (and maybe only) chance to make an impression _ it needs to be impeccable.