Communication through a business letter should be clear, simple and easy to understand. Although the content of the proposal should be highly considered, your proposal format is must be properly made since it will influence how everything will be delivered. By using the right format, your proposal readers can understand what you are trying to say and they can decide whether or not this is interesting for them.
• Formatting Letter. The top of the letter should be your contact information including name, address and any other required items. Place this on the letterhead or the right corner at the top of your letter. Go down two lines in the left, still in the corner, and write the name and address of your recipients. After that, write the date below the address of your recipient, either on the right or in the center. Go down again to write “Re” on the left followed with the topic information of your business letter. Make it simple, short and clear.
• Using Formal Greeting. Address your reader properly and formally using Ms. or Mr. followed by the name. Never greet a woman with Miss if you don’t know who she is. It is safer and more polite to use just Ms. Start it with Dear, the title, and then the name of your recipient.
• Providing Background Information. Now you can start writing your business letter with the background. This includes some information about the reason you are sending this letter. You might send it because you are sending a proposal, then you can summarize the content of your proposal here right from the first paragraph to let the readers know what the proposal is all about. Grabbing their attention from the first time is helpful to make your business letter more interesting.
• Stating Goals. Tell the readers the goals of writing the letter along with what you want them to do. You need to do this without adding extra information to your proposal. So ask the readers for a follow-up or certain actions as the final information. You can also include some benefits the readers can get from the proposal to convince them to accept your offerings.
• Thanking the Readers. Since the readers have spared their time for focusing on your proposals, don’t forget to thank them in the end for the consideration. Tell them that you are glad to be contacted if they have some questions about the proposal. Close your business letter with Sincerely followed with your sign and name below it.
• Including Another Document. Support your letter with some documents if necessary to encourage and convince the readers more. You can list all of the included documents right below your signature and name on the left by naming it with Enclosures.
Find some examples of business letters if you need more information about how sentences should be written. Make sure you select the words properly to keep your letter formal and professional. Learn the right format, write the proper content and finish it with convincing lines.
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