Unsolicited business letters are sent without any invitation such as proposals from the person you are addressing the letter to. For example, you may want to know if a company supplies a specific product that you are interested in and need more information about it. You need to write unsolicited letters with more attention and purpose as they may be treated as junk. When written well, unsolicited business letters create a win-win situation for both the writer and the receiver, as the receiver can make a sale and you can get the information you were seeking.
Set the font format for the letter. Times New Roman, size 12 font is the standard format used widely for writing business letters as it is clear and professional. Have the headline in bold and use regular text for the body.
Start the letter giving an introduction about yourself, your profession and your purpose for the information request. Follow the usual punctuation rules while writing.
State clearly how you came to know about the company or the person you are addressing the letter to, for example through a website or any referral. Give details on what prompted you to request for the information in the first place; for example, an advertisement on TV, or an article in a magazine.
Explain how the information you have requested would be put to use. For example, you may want the information for preparing an official report, or you may want to buy the product or service and you need information to be able to do so.
Request for brochures and catalogs of the product or service. Hint at the advantages the recipient can derive from acknowledging your request. For example, you may buy something from the recipient’s company or the recipient as well the company product/service may receive an acknowledgment in your report.
Close the letter by thanking the recipient for his/her time. Give your contact details, including your telephone number, email address and website URL, if you have one.
Be to the point and keep your language simple.
- Be to the point and keep your language simple.