Try to stick to the rule: "One letter - one topic." But it happens that the agenda is huge and many issues need to be discussed. If this is your case, separate different topics from each other and number them. Put each new thought in a separate paragraph.
And a final piece of advice: if you receive a letter with many questions, answer them point by point. At the beginning of each paragraph, indicate in a thesis or with a quote what the conversation will be about.
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Alexander Kuleshov
Alexander Kuleshov
General Director of Sales Generator LLC
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The nuances of writing a paper business letter
Paper letters are usually sent by mail. The basic rules of business correspondence by mail include the following points:
Placement of the address in the upper right corner. It is customary to address the recipient by position, last name, first name and patronymic, or only by first name and patronymic.
It is also acceptable to address someone with the words Dear Sir/Madam, First Name, Patronymic.
The subject of the letter is written at the beginning. In order to correctly indicate it, it is necessary to highlight key words after writing the text and combine them into several sentences. In some paper letters it is permissible not to write the subject.
The main part of the letter contains all the necessary information: problems, goals, proposals, justifications, requests. Each paragraph should contain only one thought. In addition, for a more structured presentation of information, use special markers, as well as the listing "1 ... 2 ... 3 ...". You can use the note "Important!" or boldface to highlight those parts to which the recipient should pay special attention.
An example of the application of these rules in practice:
General Director
OOO "AutoTest"
Ufimtsev D.A.
From Chaplygin E.V.
st. Lenina, 93, Kazan
(If necessary, add the organization’s details: telephone, fax, TIN, etc.)
(Subject: desirable but not required) On the fulfillment of the terms of the contract
Dear Dmitry Anatolyevich!
(Main part) I inform you that for the project "Title" it is necessary to send all the necessary documents...
Important! Documents must be notarized.
In a business letter, it is essential to write a summary (brief conclusions/proposals/agreements), and also indicate what reaction you expect from the recipient (we remind you that…/we expect that…). In the final phrase, call on the interlocutor for further cooperation. This can be done, for example, like this: “I await your response. Sincerely, Chaplygin E.V.”
If there is information that does not fit into the body of the letter, but you think it is necessary to communicate, use a postscript - the addition PS.
If you are sending any documents in addition to the letter, indicate this in the lower left corner of the sheet. Then sign, decrypt and date. It looks like this: