Buzz
Are you aiming to compose a professional and courteous job letter? Most job letters follow a pre-established format that’s simple to replicate, requiring only adjustments to the content. A job letter must always include the date, sender and recipient details, and a few paragraphs of body text. If you want to write one, follow the steps below and make necessary edits to align with your company’s standards.
Steps
Starting the Letter
Understand the format. Regardless of the content, your letter must adhere to certain formatting standards. Job letters should be typed and composed using common fonts like Arial or Times New Roman. Paragraphs should be manually marked, meaning you start a new paragraph by pressing the 'return' key twice. Avoid using the indent command to mark paragraphs.
- Set margins to approximately 2 cm on all sides.
- Job letters sent via email should also use common fonts. Avoid using fonts that mimic handwriting or are overly colorful, sticking to black and white for professional emails.
Choose the right paper. Job letters should be printed on 22cm x 28cm paper (letter size). If you're not in the U.S., you can use A4 paper. For longer contracts, 22cm x 36cm paper (legal size) is acceptable.
- If you're printing the letter to send, use your company's letterhead. This adds a professional touch and includes your company's logo and contact information.
Provide your company's information. Include the company name and address, with each part of the address on a separate line. If you're self-employed or a freelancer, replace the company name with your own or place your name above the company name.
- If your company has a pre-designed letterhead, use it instead of typing the name and address.
- If you're typing the address manually, align it to the right or left at the top of the page, depending on your or your company's preference.
- If sending internationally, write the country name in uppercase.
Add the date. Writing the full date is the most professional choice. For example, you can write "April 1, 2012" or "1 April 2012." The date should be left-aligned, a few lines below the sender's address.
- If your letter is written over several days, use the date you completed the letter.
Include recipient details. Write the recipient's full name, title (if applicable), company name, and mailing address, with each piece of information on a separate line. Add a reference number if needed. The recipient's information should be left-aligned, a few lines below the date.
- It's best to address the letter to a specific person. This ensures the recipient can respond. If you don't know the recipient's name, do some research. You can call their company to confirm the correct name and title.
Choose a salutation. The salutation sets the tone and shows respect for the recipient. The choice depends on whether you know the recipient, your relationship with them, and the letter's formality. Consider these options:
- "To Whom It May Concern" only if you don't know the recipient, especially the specific person you're addressing.
- If you're unsure about the recipient, "Dear Sir/Madam" is a safe choice.
- You can also use the recipient's title and name, e.g., "Dear Dr. Smith."
- If you know the recipient well and have a close relationship, use their first name, e.g., "Dear Susan."
- If you're unsure of the recipient's gender, simply use their full name, e.g., "Dear Kris Smith."
- Don't forget to add a comma after the salutation or a colon after "To Whom It May Concern."
Compose the Letter Content
Get straight to the point. Time is money, as the saying goes, and most business professionals dislike wasting it. Therefore, the content of your letter should be concise and professional. Write a letter that the recipient can quickly read by addressing the main issue and summarizing your point in the first paragraph. For example, you can always start with "I am writing to you regarding..." and build from there.
- Avoid flowery language, exaggerated expressions, or long-winded sentences – convey your message as briefly and clearly as possible.
- Be persuasive. Most letters aim to persuade the reader to take some action: change their mind, correct a mistake, send payment, or take another step. Strive to present your case convincingly to achieve your desired outcome.
Use personal pronouns. It's best to use pronouns like "I," "we," and "you" in your letter. Refer to yourself as "I" and address the reader as "you."
- Note if you're writing on behalf of an organization. If discussing company prospects, use "we" to indicate you're speaking for the company. If expressing a personal opinion, use "I."
Write clearly, concisely, and effectively. Ensure the reader understands exactly what you mean. They are more likely to respond promptly if your message is clear. If you want them to draw a conclusion or take specific action, state it explicitly. Present your argument as succinctly as possible.
Use active voice. When describing a situation or making a request, use active voice instead of passive voice. Passive voice can obscure your message or fail to identify the responsible party. Additionally, active voice is more direct and streamlined. For example:
- Passive: Sunglasses are not designed or manufactured with durability in mind.
- Active: Your company designs and manufactures sunglasses without considering their durability.
Adopt an appropriately open tone. Letters are written by people and sent to people, so avoid being overly rigid if possible. You cannot build a new relationship with a letter that lacks personalization and openness. However, steer clear of colloquialisms or slang like "you know," "I mean," or "wanna." Maintain a tone that is serious yet friendly and enthusiastic.
- If you know the recipient well, include a warm personal greeting.
- Use your judgment to decide how much personality to show. A touch of humor can sometimes seal a deal, but be cautious with jokes as they can backfire.
Be polite and courteous. Even if you're writing to complain or express concerns, you can still be polite. Put yourself in the recipient's shoes and present your ideas in a reasonable manner so they see you as cooperative and helpful.
- For example, instead of writing, "Your sunglasses are terrible, and I’ll never buy them again," you could say, "I’m disappointed with your sunglasses and plan to purchase from another brand in the future."
Use a second-page letterhead for additional pages. Most business letters should be concise and fit on one page. However, for longer documents like contracts or legal matters, you may need extra pages. Use a second-page letterhead, which typically includes a shortened address and matches the first page's paper.
- Number the pages at the top, starting with the second page. You can also include the recipient's name and the date.
Summarize the content. In the final paragraph, recap the main points and outline the next steps in your action plan or what you expect from the recipient. Mention that they can contact you for further discussion, and thank them for their attention to your letter and concerns.
Closing the Letter
Choose a closing phrase. The closing, like the salutation, reflects respect for the recipient and the letter's formality. "Yours sincerely" or "Sincerely" are safe choices; other options include "Cordially," "Respectfully," "Regards," and "Yours Truly." For a slightly less formal but still professional tone, consider "All the best," "Best wishes," "Warm regards," or "Thank you." Always use a comma after the closing phrase.
Sign the letter. Leave four blank lines for your signature. Sign the letter after printing it, or if sending via email, scan your signature and insert it into this section. Use blue or black ink for your signature.
- If signing on someone else's behalf, write "pp:" before your signature. "pp" stands for "per procurationem," meaning "on behalf of."
Type your name and contact information. Below your signature, type your full name, title, phone number, email address, and any other relevant contact details. Place each piece of information on a separate line.
Add the typist's initials. If someone other than you typed the letter, include their initials below the signature. Sometimes, the writer's initials are also included. Clearly distinguish between the writer and the typist.
- For example, if only the typist's initials are added, use lowercase: mj.
- If both the writer's and typist's initials are included, use uppercase for the writer and lowercase for the typist: RW:mj. Alternatively, use a slash: RW/mj.
Note any enclosures. If you’ve included additional documents for the recipient, mention this a few lines below your contact information by specifying the number and type of documents. For example, write: "Enclosures (2): resume, brochure."
- You can also abbreviate "Enclosures" as "Encl." or "Enc."
Add recipients. If you’re sending a copy of the letter to another person, include their name in the letter. You can note this by typing “cc:” below the “Enclosures” line, where “cc” stands for “courtesy copy” (or “carbon copy” for typed letters). Include the recipient’s name and title.
- For example, write: “cc: Mary Smith, Vice President of Marketing.”
- If adding another recipient, list the second name directly below the first without repeating “cc:”.
Finalizing
Edit the letter. Professionalism is key, and small errors can undermine your credibility. Use spell check tools, but also read the letter carefully before sending.
- Ask yourself if the letter is clear and concise. Are there paragraphs with more than three or four long sentences? If so, trim unnecessary content.
- For critical letters, ask a colleague or friend to review it. A fresh pair of eyes can catch mistakes or awkward phrasing you might miss.
Avoid stapling the letter. If the letter has multiple pages, avoid stapling them. Use a paperclip in the top-left corner to keep pages in order.
Send the letter. If mailing, use a business envelope. If available, use one with your company’s logo. Clearly print the return and recipient addresses. Fold the letter into thirds so the recipient sees the first part of the letter upon opening. Ensure proper postage before sending.
- If handwritten addresses look messy, type them in Word, place the envelope in the printer, and print the addresses directly.
- For urgent or highly important letters, use express delivery.
- If emailing, convert the letter to HTML or save it as a PDF to preserve formatting. However, physical mail is often preferred.
Tips
- Use a high-quality pen for signing the letter.
- Be prompt. If you can’t address all the sender’s requests within a week, inform them and provide a timeline for your response.
- Focus on the positive. Highlight what you can do rather than what you can’t. For example, if a product is out of stock, explain its popularity and provide an estimated restock date instead of saying you can’t fulfill the order.
- For lengthy letters, start by outlining the key points.
- List all the topics you want to cover without worrying about order.
- For each topic, note important keywords, such as arguments and facts.
- Review the outline to ensure it aligns with your purpose and the reader’s needs.
- Remove any irrelevant points.
- Organize the information in a logical sequence for the reader.
Warnings
- Avoid flattering the recipient excessively. While genuine compliments are acceptable, overdoing it may make you appear insincere or unprofessional.
- Don’t use a curt or demanding tone. Remember, the goal is to build or strengthen a professional relationship through your letter.
