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The foundation of good business letter etiquette is “Think before you write.” You should consider who the letter is addressed to and your purpose for writing it in the first place. This will influence style, content, and structure. We’ll cover some of the main issues relating to good business letter etiquette.
Always make sure you’ve spelled the recipient’s name correctly. It may sound simple, but you’d be surprised by how many people fail to do so. The recipient’s name should include titles, honors, or qualifications if deemed necessary. Many people use the “Dear…/Sincerely,” formula when addressing the receiver. It’s important to remember that in some cultures, informality in a business letter is always inappropriate. For example, while in America you may use a first-name greeting, in India this would be considered disrespectful. If the content of the letter is sensitive, personal, or confidential it must be marked appropriately. Marking the letter “confidential” will suffice in highlighting this fact. If you only want the letter read by the receiver without the interception of a secretary or assistant, mark it as “Private,” “Personal,” or “Strictly Confidential.” If you have received such a business letter, it is good etiquette to reciprocate and ensure that all future correspondence is kept at that level of confidentiality.
Proper business letter etiquette requires that a consistent and clear approach, combined with courtesy, be employed. As a rule of thumb, keep all business letters formal in style. Even when the receiver is familiar to you, it’s advisable to maintain a certain level of business etiquette as the letter may be seen by others or referred to by a third party in the future. However, this does not mean you should use long or uncommon words to express yourself. This merely looks odd and makes the letter unreadable. It’s best to read a letter first and consider whether you would speak to that person face-to-face in the same way. If not, then re-write it.
Letters should be signed personally. It looks unprofessional, cold, and somewhat lazy if a letter is left unsigned. However, having a secretary or assistant sign on your behalf is not considered a breach of business etiquette. As with the email, always include your full name and title. If you’re using letterhead, reference the contact information contained in the letterhead.
Good business letter etiquette calls for letters to be responded to within five business days. If this is not possible then some sort of acknowledgement should be sent by letter, fax, phone, or e-mail. Always use reference numbers or clearly state the purpose of the letter at the top, for example, “Re: Business Letter Etiquette Enquiry.” This allows the receiver to trace correspondence and immediately set your letter within a context.
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