Business letters to managers are written to inform them about important details of the business. They are generally written by the owners of the company, members of the board of directors, customers or other businesses. Business letter writing reflects a unique purpose and stresses specificity. Write the business letter formally and professionally, and always get straight to the point.
Writing a Business Letter
Determine your reason for writing the letter. When writing a letter to managers of a business, determine a clear, concise reason for writing the letter and narrow it down to a specific point or set of points. Business managers are generally limited on time and strictly want to know the bottom line when reading a letter.
Address the letter. At the top of the letter, include the date, and the business’s name and address. Include a contact name if the letter is for a specific manager. Include a subject line below this information. This helps the manager understand what the letter is about prior to reading it.
Write a salutation. Begin with the word “Dear” and use a formal title such as Mr. or Mrs., or if a name is not known or is for a whole department write “To Whom It May Concern.”
Address your points. Clearly state the purpose of the letter. State the necessary facts that support the reason for the letter. If you're making suggestions, include reasons why you are making these suggestions and the benefits of your suggestions.
Write using pronouns and avoid passive voice. If one person is writing the letter, the person uses “I.” If the letter is from a business, refer to the business as “we.” Write the letter with an active voice, being very clear about the points you’re addressing.
Type the letter with specific standards. Use a block style letter because it looks more professional. Single space the sentences within the paragraphs and double space between separate paragraphs.
Close the letter with "Thank you" or “Sincerely.” Type and sign your name.
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