Importance for Appearance of Business Letters

The look of your business letter is key to make a great first impression on its recipient.

There are three elements contributing to both a powerful and professional presentation of your business message.

Stationery Quality and Size
The standard paper is unruled 20 or 24 pound weight for business correspondence.

US business letters are sized 8.5 inches x 11 inches. 

The paper is textured for professionals and durability. 

The color of stationery is also important. Colored stationery can impact the reader's reaction to your business message. 

Consider:

• White – popular and conservative color, traditionally used
• Red or green – to project an image of vigor or to attract attention
• Pastel – suggest warmth or refinement

Letterhead
Printed company stationery is called letterhead.

Letterhead customarily shows the name, address, and telephone number of the sender’s firm at the top, bottom, or side of the page.

Additional features usually included are:

• firm’s trademarks or logo 
• slogan or motto
• branch addresses, often telephone number, email contact 

The right letterhead is as important as a brand, in that it represents a company and can impart a first impression to its potential customers. 

Letter Format
Most business letters have seven standard elements:

•  Letterhead
•  Date
•  Inside address
•  Salutation
•  Body
•  Complimentary close
•  Signature 

We discussed letterhead above. The date is self-explanatory.

The inside address is the location of the recipient. 

The salutation is the greeting to the recipient. While there are a plethora of rules for getting your salutation correct, consider:

If you don't know the reader well or if the letter or the relationship is formal, use a title and a last name (Dear Ms. Browne). Otherwise, use the first name (Dear Gila).

The body of the letter is the the most important part of the letter. What is your message to the recipient? Are you writing a sales letter? Are you writing a collection notice? Is your communication a social invitation?

Make sure your points are thought out ahead of time and you effectively communicate your points to the reader.

The complimentary close in US-style business letters is simply: Sincerely. 

The signature is self-explanatory. 

Here is an example of a business letter:

Example: US-style Business Letter

Conclusion

Review these three elements for a winning appearance to your business letters: 1) the quality, color, and weight of your stationery, 2) the letterhead, and 3) the actual letter format.

A business letter is an ambassador for your business. It may be the only opportunity to make a first impression on the reader.

Plan your letter correctly and plan your business success!

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