Professional letters are written formally to validate a communication pattern between the parties involved in a professional relationship. Volumes of information and messages are exchanged through it that facilitates the functioning of the various departments within an organization with or without contretemps. It creates and closes a profound business transaction between two professionals. Thus it is an extremely viable document as far as initiation, processing and cessation of a business deal is concerned.
The main body of the letter should ideally be divided into three parts with a proper introduction, explanation and conclusion. The format should strictly be modelled on the business letter form with due emphasis given to the location of the address, subject, reference, name of the addressee, paragraphs, date and name of the sender. The word limit should be kept between 120 and 150 preferably. Formal words and phrases like “respected sir/madam”, “yours sincerely/faithfully” should be used perceptively in the correct places.
The guidelines for writing professional letters are given below in brief:
- It must not sound overbearing or pretentious.
- The objective of the letter must be comprehensible and refined in expression.
- The writer must give his full signature.
- There must be no error in information stated.
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