An Expert Guide to Writing Informal Business Letter

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.

Business letters range from formal to semi-formal in tone and structure
Informal Business Letter

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

Formal 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 Letter

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.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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