How to Write a Business Letter That Gets Results in 2024

Even though writing a letter may seem old-fashioned in today‘s digital world, business letters are still a crucial tool for professional communication and collaboration. Whether you need to pitch a sale, apply for a job, request information, or resolve a complaint, knowing how to craft a persuasive letter can help you achieve your goals and make a positive impression on your recipients.

In fact, a well-written business letter may be even more impactful now that they‘re less common. A 2022 survey by the U.S. Postal Service found that 70% of consumers said they were more likely to open and read direct mail than email. In an overflowing inbox, a thoughtful letter can stand out and show that you value the communication enough to put pen to paper (or fingers to keyboard).

So what does it take to write a business letter that gets noticed – and gets results? In this guide, we‘ll break down the art and science of effective letter writing, with tips, templates and examples you can use to craft powerful letters for any professional scenario.

Why Business Letters Still Matter

In an age of instant messaging and video calls, it‘s easy to think of letters as a relic of the past. But there are several reasons why business letters are still an important communication tool:

1. They convey professionalism and credibility. Taking the time to write a well-formatted letter shows that you are serious, detail-oriented and respectful of established business norms.

2. They provide a permanent record. Unlike phone calls or face-to-face meetings, letters create a tangible paper trail that can be filed, referenced and shared as needed.

3. They allow for careful composition. Writing a letter gives you the opportunity to thoughtfully organize your points and choose your words for maximum impact, without the pressure of a real-time interaction.

4. They can break through the digital clutter. In a sea of emails and app notifications, a physical letter can grab attention and leave a lasting impression in a way that electronic communications often can‘t.

How lasting is that impression? Research by the firm Epsilon found that 80% of recipients could recall a brand directly after receiving direct mail, compared to just 44% after seeing a digital ad. Even in the digital age, the tactile experience of holding and reading a letter forges a stronger connection.

The Anatomy of a Persuasive Business Letter

Crafting an effective business letter is both an art and a science. While the content and tone may vary depending on your industry, audience and objectives, most persuasive letters share a common structure:

1. Header

Start with your contact information, including your full name, title, company name, address, phone number and email. If you‘re writing on official company letterhead, this may already be included.

2. Date

Include the full date you‘re sending the letter, in a standard format such as April 1, 2024.

3. Recipient‘s Address

List the recipient‘s name, title and full mailing address. If you don‘t have a specific contact name, you can use a general title such as "Human Resources Director" or "To Whom It May Concern."

4. Greeting

Open with a professional salutation followed by the recipient‘s name, such as "Dear Ms. Patel" or "Dear Jordan." If you don‘t have a name, "Dear [Job Title]" or "Dear Sir/Madam" are appropriate.

5. Opening Paragraph

Your first paragraph should grab the reader‘s attention and clearly state your reason for writing. Start with a strong hook – an interesting fact, question, or brief anecdote related to your main point.

6. Body Paragraphs

In the main part of your letter, build your case with persuasive points, relevant details and specific examples. Focus on benefits over features, anticipate potential objections, and include evidence such as data, testimonials or research to support your arguments. Use short paragraphs and clear, confident language.

7. Closing Paragraph

End your letter by restating your main point and including a clear call to action – the next step you want the reader to take, whether it‘s scheduling a meeting, visiting a website or sending a reply. If you plan to follow up, you may mention that here.

8. Sign-Off

Choose a professional closing such as "Sincerely," "Regards" or "Best," followed by a comma. Leave about four lines of space for your signature if you plan to print and sign the letter by hand.

9. Signature

Type your full name, followed by your title if relevant. If you‘re printing the letter, sign your name by hand in the space above.

10. Enclosures

If you‘re including any additional documents, such as a resume or product specs, list them here with the word "Enclosure" or "Attachment."

Of course, this is just a general template – the specific content and organization of your letter will depend on your purpose and audience. Let‘s take a closer look at some common types of business letters and how to adapt your approach for each one:

Sales Letters

The goal of a sales letter is to persuade a potential customer to take a specific action, such as making a purchase, scheduling a demo or requesting more information. To write an effective sales letter:

• Grab attention with a strong headline. Your opening line should hook the reader with a provocative question, surprising statistic or bold claim related to their needs or challenges.
• Focus on benefits, not just features. Instead of simply listing product specs, emphasize the real-world results and value your offering can provide.
• Use social proof. Include customer testimonials, case studies or research data to build trust and overcome objections.
• Create urgency. Motivate the reader to act with a limited-time offer, exclusive invitation or compelling event.
• Make the next step crystal clear. End with a specific call-to-action and make it easy for the reader to follow through, whether it‘s with a phone number, reply card or custom URL.

For example:

Dear [Name],

What if you could cut your team‘s project turnaround time by 50%, without adding staff or costs?

That‘s the average result our customers see after switching to the Zooma productivity suite. Trusted by over 10,000 teams worldwide, Zooma streamlines workflows, automates routine tasks and enables seamless collaboration, so you can focus on high-impact work.

Just ask our customer Andrea H., a project manager at Tectonic Agency:

"We used to spend hours each week wrangling spreadsheets and chasing down updates. With Zooma, everything‘s in one place and I can see exactly where projects stand with a single click. It‘s a game-changer."

I‘d love to show you how Zooma can supercharge your team‘s productivity too. If you have 15 minutes this week, I‘d be happy to give you a personalized demo – just reply to this email or book a time on my calendar here: [Scheduling Link]

Talk soon,

[Your name] Zooma Sales Director

Job Application Letters

Also known as cover letters, job application letters introduce you as a candidate and motivate the employer to read your resume. A strong application letter should:

• Show genuine interest. Convey enthusiasm for the specific role and company, demonstrating that you‘ve done your research.
• Highlight your most relevant qualifications. Cherry-pick the skills and experiences from your background that best match the job description and employer‘s needs.
• Tell your story. Go beyond your resume bullet points to share your unique career narrative and professional strengths.
• Provide social proof. If you have impressive achievements or references, mention them to build credibility.
• Express your culture fit. Demonstrate shared values and point out how you would integrate well with the company‘s mission and work style.

For instance:

Dear Ms. Hernandez,

When I saw the Senior UX Designer posting on LinkedIn, I knew I had to apply. I‘ve been following BluWave Digital‘s work for years, and have always been impressed by your user-centric approach to design challenges.

In my current role at TechCo, I‘ve had the opportunity to lead UX strategy for several high-profile products, including our flagship mobile app that‘s now used by over 500,000 customers. By focusing on user research and rapid prototyping, I was able to increase adoption rates by 30% while also improving key satisfaction metrics.

Previously, as a UX consultant, I collaborated with cross-functional teams on projects for clients in healthcare, e-commerce and education. My former manager described me as "a powerhouse of creative problem-solving" and "unmatched in her ability to put the user first."

Beyond my design chops, I‘m also passionate about mentoring junior designers. I started an informal UX learning community that‘s grown to over 200 members who meet regularly to share knowledge and feedback. This spirit of continuous learning and collaboration is a big part of what draws me to the BluWave culture.

I would love the chance to bring my skills and enthusiasm to the Senior UX Designer role. Could we set up a time to discuss how my experience could help drive BluWave‘s mission forward?

Sincerely,
[Your Name]

Networking Letters

Networking letters are a proactive way to build relationships in your industry and find hidden job opportunities. Whether you‘re requesting an informational interview or simply introducing yourself, a great networking letter should:

• Establish a connection. Mention a mutual contact, shared interest or recent meeting that prompted you to write.
• Clearly state your purpose. Are you looking for general career advice, exploring opportunities at their company, or simply wanting to discuss industry trends? Be upfront about your goals for reaching out.
• Demonstrate your value. Even if you‘re not explicitly asking for a job, highlight your relevant expertise and show how you could be a useful contact.
• Keep your ask reasonable. Respect the recipient‘s time by keeping your request brief and specific, such as a 20-minute phone call or coffee meeting.

For example:

Dear Mr. Gupta,

I was inspired to reach out after hearing you speak on the "Future of FinTech" panel at the ICT Summit last month. As a software engineer with a passion for blockchain, I resonated with your vision for how decentralized tech will transform financial services.

For the past three years I‘ve been part of the founding tech team at CryptoWallet, where I‘ve focused on building secure infrastructure for our digital asset exchange. Along the way I‘ve become fascinated by the potential applications of blockchain beyond cryptocurrency.

Given your extensive experience driving innovation in the FinTech space, I would be grateful for the opportunity to learn more about your perspective on the sector and career path. Might you have 20 minutes in the coming weeks for a brief call to discuss the skills and qualities needed to succeed in this fast-evolving field?

I‘ve attached my resume for reference, but please know I‘m not reaching out about a specific role at this time. I simply aim to expand my industry knowledge and make meaningful connections as I plan my next career steps.

Thank you for considering my request. I‘m available at your convenience and happy to work around your schedule.

Warm regards,
[Your name]

Writing With Confidence and Clarity

No matter what type of business letter you‘re writing, there are some general principles that will help your message hit the mark:

1. Know your audience. The more you understand about your reader‘s needs, values and communication style, the better you can tailor your content and tone. Are they more data-driven or emotionally motivated? Pressed for time or open to a longer discussion? Adapt accordingly.

2. Lead with the main point. Don‘t make your reader guess why you‘re writing or bury your key message in the third paragraph. Open with a clear statement of purpose and put your most important information up front.

3. Anticipate questions and objections. As you build your case, think about potential pushback or concerns your reader might have. Address them proactively in the letter to instill confidence and save time.

4. Back up your claims. Whenever possible, support your points with specific examples, data, testimonials or research. Showing is more powerful than telling.

5. Be concise and scannable. Keep paragraphs short (2-3 sentences max) and use formatting like bullets, bolding and underlines strategically to highlight key information. Make it easy for your reader to digest your message quickly.

6. Use a professional but conversational tone. Business letters should convey competence and respect, but that doesn‘t mean they have to be stiff or overly formal. Use clear, direct language and aim for a tone you would use in a face-to-face meeting.

7. Proofread carefully. Typos and grammatical errors can undermine your credibility, no matter how compelling your content. Always run a spell check and ask a colleague or friend to review your letter before sending.

By following these principles and studying the examples in this guide, you‘ll be equipped to craft business letters that deliver results. Whether you‘re pitching your product, making a case for your candidacy or building your professional network, a well-written letter can open doors.

So the next time you need to make an important request or share a key update, seize the opportunity to stand out from the digital deluge and put your best foot forward on paper. In a world of fleeting pixels, a thoughtful business letter is a tangible investment in relationships and results that can pay dividends for years to come.