How to write a business letter that gets results

I can not say how many letters really horrible that I had read in my life. As a former administrative assistant, I am responsible for all unsolicited communications for a major museum in New York. Artists and collectors across the country (and abroad) wrote his work to be considered for display or acquisition, and to be honest the decision is often based more on the quality of your cover letter in his work – that romantic dreams aside, rarely sells, if ever.

In these days of e-mail and instant messaging, letter writing is a lost art, and especially the official letter. I’m pretty sure that the formal rules of the messages are still taught in schools, but little sticky. If you are an officer or another person who within an organization, you can probably trust your secretary or assistant to handle the intricacies of writing letters, but for others, how to write a strong letter for us it is important.

There is a tendency to think that the rules often arbitrary script letters do not count, so that the recipient can work on what you say, it’s pretty good. This shows a large number of non-compliance to the recipient, however, and their own ideas. It is suggested that time) the drive is not valuable enough for you to write clearly and effectively, and b) do not particularly care about the content of your letter.

The basic structure of a formal letter

Rules can be arbitrary, but taken together, they create a formula that produces clarity. When a card to follow all the rules, the reader does not struggle to understand where information could be, what steps should be taken next, or who sent it – all can be found in place. Know the rules of letter writing is, in this sense, the same as to know the rules of design or website design – the document format should support and clarify the content.

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From top to bottom, an official letter contains the following elements:

1. Return address and date: (top right) Once upon a time, this was necessary if the letter was removed from the envelope, but I doubt that happens much more. Yet this is where the reader will seek to find your address and the date of the letter was written, so it should be there.

2. recipient’s address: (left, one line below the return address) identifies the recipient of the letter. In office environments, the lyrics are often separated from their envelopes and distributed; this helps the letter to its rightful recipient.

3. Treatment: (Two lines below the recipient’s address, about 1/3 down the page) The person that the letter is intended. Avoid “Dear Sir / Madam” and especially “To whom it may concern” unless absolutely necessary; Do not send a letter to a specific recipient suggests he does not care who reads (or that would have made a call or check out their website) – and may prevent the letter happens to someone who can act in his letter.

4. Body: The body of the letter has three parts: an introduction should explain who you are and why you are writing, means giving details and convinces the reader to take action, and a closure that indicates the intended action or reader wanted to take.

5. Valediction (left aligned, two lines below the body) This is the line before it is signed. For people whose name is unknown, use “Sincerely” – but avoid writing letters without finding a name. When the recipient’s name is known, the sign “Sincerely” or simply “Sincerely”, or the United States “Sincerely” is acceptable. Do not try something corny or friendly unless a) you know the recipient very well and is convinced he can be informal without appearing disrespectful, or b) have a “brand” final letter that is part of his public image (and talent and popularity to do so).

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6. Signature and printed name: Sign your name is a minimum guarantee behind what was written. Because your business is likely to be difficult to read, write his name a couple of lines so that the reader knows he is writing for them.
Attachments: (A signature block below) if you included any additional equipment – a business card, a brochure, a price sheet, whatever – list the number of elements and describe each.