There are a multitude of reasons you may need to write a business letter. No matter your motivation, presenting a professional letter can help you achieve your goal. Outlined below are various tips and examples that demonstrate proper letter formats and how to write a successful document.
789 Northstar Lane
Las Vegas, NV 89999
Dr. John Steely, DDS
100 Bling Street
Las Vegas, NV 89999
Dear Dr. Steely,
While we have been patients at the Steely Dental Clinic for over eight years, circumstances surrounding my recent visit on August 21, 2014, have prompted the need for a change.
Upon my recent visit, I arrived five minutes early, only to then sit in the lobby for over a half-hour. After waiting thirty minutes past my appointment time without recognition, I asked the receptionist if she knew the expected wait time. With irritation she informed me that the office was short one hygienist and that I would simply have to wait or reschedule. As I had to pick up my children from school I asked to reschedule, which I did.
This past week I received a bill from your office for the appointment I never had. Upon calling the billing department, I spoke with Ms. Johnson, who was very rude and insisted I had to pay whether or not I had been seen. I explained I had rescheduled, but she said I would then need to pay for both appointments. Her behavior, as well as that of the receptionist was unprofessional and we will be transferring to a new office, effective immediately. In addition, I will not be paying for the appointment that was canceled on August 21st.
The care we received from the hygienist and dental staff was always adequate and professional, for which I thank you. Unfortunately, the same cannot be said for the billing department and front office staff so our family will be transferring our business elsewhere.
Write a Professional Letter Format Letter in 5 Easy Steps
Outside of personal correspondence, any letter you write should contain some particular letter formats. Present yourself and your compliment or concern professionally by following the basic letter formats given below.
1. Get The Look: With a simple glance it is easy to tell if a letter is written to a friend or a business associate. While there are slight variations in headings, always include the sender’s name and address, the date, and the recipient’s name and address.
2. State Your Purpose: You are writing the letter for a reason. State it upfront. Let the recipient know why you are taking the time to write and the purpose behind the letter.
3. Give Details: Whether you are writing a complaint or a compliment, a request for an interview or the acceptance of a job, outline specifics. Give an example, or state the dates or terms of your business.
4. Use Thank You: Even if you are writing a complaint, you want the recipient to take time to read the letter you’ve written. Thank them for their time. You can also express thanks for an interview, a job offer, or consideration for a promotion. Gratitude is never a bad thing.
5. Edit and Edit Again: Computers make editing easy. Make sure you hit that spellcheck button. Read the letter out loud to check for grammar errors or ask a friend to proofread it for you. Be professional in your word choice and sentence structure.