Writing an informal business letter can be a convenient process.…
Writing an informal business letter can be a convenient process.
What is an Informal Business Letter?
Informal business letters tend to be more casual in tone than other types of formal correspondence. Business letters range from formal to semi-formal but, most importantly, leave no room for ambiguity.
Because of the nature of their work, most business people communicate their thoughts and ideas via written or printed materials. Business letters serve as a vital information conduit.
If you want to apologize for an error, or resign from the position under consideration, you use business letters.
Types of Business Letters
Business letters can be written between employers within the same company,
from an employer to an employee. It can also be extended to
suppliers or other business partners, and of course to customers.
There are various sorts of business correspondence:
Examples of Letters from Business to Business
- Letter of Appreciation
- Letter of Acknowledgement
- Cover Letter
- Inquiry Letter
- Letter of Termination
Examples of Business-to-customer
- Letter of Complaint
- Appointment Letter
- Letter for Payment Collection
- Follow-up Letter
- Letter before Signing a Contract
- Sales Letter
- Goodwill Letter
A formal letter’s writer must frequently follow certain norms and conventions. This is in order for the letter to appear professional and convey a sense of confidence and reliability. A formal letter’s content must be clear and understandable so that the receiver is not confused and the letter may properly serve its goal.
It is usually beneficial for recipient entities and institutions to keep a proper record of formal letters for record purposes.
Informal letters are those that are written for and sent to people that the writer knows personally. Friends, family, relatives, acquaintances, and others are among the receivers of these letters, which are largely from the writer’s intimate circle.
Because informal letters are used to convey personal information, the writer is not bound by formal standards and conventions.
People nowadays prefer to communicate with each other through technology-based communication facilities. People use phones, social media, and emails, rather than conventional informal letters on paper.
How to Write an Informal Business Letter
When you need to contact another firm or exchange essential information, business letters can help you convey your message in a classic, professional manner.
In contrast to internal memos, business letters are typically written to another organization, which is why they are so official and structured. Letters can be used for official requests, announcements, cover letters, and much more.
Even though they are formal, letters can have a welcoming tone, especially when they contain brief introductions prior to the main body. Your letter should be concise, straightforward, and easy to read, regardless of the tone you employ.
Structure of an Informal Business Letter
The format of a business letter is critical to its appearance and readability. Follow the framework below as you compose your letter to make a successful document.
Opening: Include your mailing address, the complete date (for example, July 30, 2017), and the name, firm, and address of the recipient.
Between your address, the date, and your recipient’s information, skip one line. If you’re using letterhead that already has your address, leave it out.
Salutation: Use “Dear,” followed by the recipient’s title and last name, such as “Dear Mr. Collins” or “Dear Director Kinase.” Use the recipient’s entire name if you don’t know their gender, such as “Dear Taylor Dean.” Finally, make sure the salutation ends with a colon.
Body: Introduce yourself and the primary purpose of your letter in the opening paragraph.
The next paragraphs should elaborate on your core point. The final paragraph should reiterate the letter’s goal and, if required, provide a call to action.
Closing: “Sincerely” or “Yours truly” are two formal closings that are recommended. Consider ending with “Cordially” or “Best regards” for a more personal touch. Add a comma at the end of it, regardless of what you chose.
Signature: Type your name four lines after the ending. Type your job title and company name on the next line. Sign your name in blue or black ink in the empty box if you’re submitting a paper copy.
Enclosures: List any papers you’re including with this letter here.
General Tips on Letter writing
Follow these tips to write a good letter, no matter what kind it is:
1. Know your audience
Use the right tone for that person and language or terms they are likely to understand.
2. Use the Right Format
Letters can be sent by email or on paper. They can be typed or written by hand. Write an email if the letter isn’t formal or if the person you’re writing to is a business contact who prefers email.
If you need proof of your letter, make a hard copy. Write a personal letter by hand to make it feel more like you, but formal letters should always be typed.
3. Be Short and Sweet
Make your purpose or goal clear, and make sure the information you include is important, especially if you’re writing a formal letter.
Ask yourself questions like “Why am I writing?” and “What do I want from this letter?” to keep your thoughts on track.
4. Keep it Brief.
Don’t waste your reader’s time by writing more than a few short paragraphs. Just include the most important information.
5. Write to the audience
If you want a letter to feel more personal, use words like “we,” “our,” and “you.”
To Wrap Up
Look over your letter to see if there are any mistakes in spelling or grammar.
You can also have a trusted friend or coworker look it over to check for mistakes and find places where it could be better. Both of these steps can help make sure that your letter is clear, easy to read, and professional.
Frequently asked questions
How do you write a informal business letter?
How many paragraphs does an informal letter have?
Keep your letter organised and show your organisation with paragraphs. A letter of 100 words can easily be organized around 3 paragraphs.
How should I end an informal letter?
- Stay well
- Thank you
- Best wishes
- Many thanks
- Kind regards
How many address informal letter have?
A formal letter only needs one address (that of the receiver). The informal letter requires two addresses. If you are writing an informal letter, your address should be written at the top right hand side of the letter slip followed by the date, then the address of the recipient of your receiver.
What is the most common business letter style?
The block format is usually used for business letters. This format allows the entire letter to be left justified and single spaced except for a double space between paragraphs.
What is informal business letter?
Business executives exchange informal letters on a regular basis these days. Users are most likely to please the recipient in some way. These types of informal letters include congratulatory letters, complimentary letters, requests for favors, thank you letters, and encouraging letters.
What are the 7 parts of business letter?
- Recipient’s Address. You are sending your letter to this address.
- The Salutation
- The Complimentary Close
- The Body
- The Heading. The heading contains a return address and last line’s date.
- The Signature Line
What are the 8 C’s of business letter?
Business letters have the 8 C’s of clarity, conciseness, consideration, courtesy, concreteness, cheerfulness, correctness, and character.
How do you write a good business letter?
- Please write the date, company, and address of your recipient.
- Use a professional greeting like “Dear.”.
- Make an exciting introduction.
- Include your intention in the letter’s body text.
- Your letter should conclude with a strong call to action.
- “Sincerely” is a professional closing.
What are the 3 formats of a business letter?
The traditional business letter is constructed of three types: block, modified block, and semi-block. Despite the fact that each document is written the same way, with the same information, the layout differs slightly for each.
Which of these must be avoided in business letters?
What are the two words to avoid in business letters? Explanation: Avoid words that are non-standard or slang.
What is the format of informal letter?
On the left-hand corner or right-hand side of the letter, the sender always lists the address of the recipient. On the right or left-hand corner, write the date below the sender’s address. An appropriate salutation is followed by “Dear ___.” The letter needs to include a body, introduction, and conclusion.
What are the 10 types of business letter?
- Letters of recommendation
- Sales letters
- Interview follow-up letters
- Letters of commendation
- Offer letters
- Cover letters
- Thank you letters
- Letters of resignation
What are the 5 parts of an informal letter?
- Address Block. Include your return address and the date you wrote the letter.
- Opening Salutation. The opening greeting is typically “Dear John”.
- Body Block. I have included your letter contents (introduction, main sections, and final paragraphs).
- Closing Salutation