In reviewing hits on my website I often see trends in what viewers are looking for. Because they don't find what they're looking for, they move on, but often I might have been able to help them if they'd emailed me. So I decided to add this page where I will address issues that come up frequently in hopes that it will help answer some of those questions that don't get asked.

This month I've had an unusual number of searches for help with writing letters. Whether it's a business letter, formal letter, or personal letter there are many similarities in approach. The following are some general guidelines, followed by a common format for business letters.

Business Letter

Employees often freeze up when asked to write a letter on behalf of the company they work for. When you write a business letter you are representing your employer and you are expected to make a good impression. You want the letter to be clear, respectful and complete, including all the information the reader needs to act or make a decision. But you don't need to be intimidated by this. If you can communicate face to face, you can do it in a letter.

First of all, relax. Then organize in your mind, or in a written outline, the information you need to include in the letter. Next, imagine that you are sitting across the table from the person you are writing to and are simply telling him or her as clearly as you can the information you want to convey. What often trips people up is the idea that the language needs to be very formal. But you would never sit down with a client and say "Enclosed herewith," or "this is to inform you," or "I wish to call your attention to." You would simply tell them. Period. You aren't required to fill up as much space as possible.

While styles have loosened up considerably with the advent of email, it is still essential that a business letter use correct grammar, spelling and punctuation. And you need to used capitalized letters. Don't rely on your computer's automatic spell check. Keep a dictionary and grammar guide handy and use them if you have any doubt. I could give you a list of my pet peeves, but I'll refrain for now. I'll do a special page on them someday. Don't try to be so loose that you get slangy or flip, especially if you don't personally know your reader. I'll say it again, be respectful of your reader. If it helps you initially to get the information down on paper, you may write it casually and then go back and tidy it up. And don't make the mistake one ad agency I worked for made. In preparing a letter that was to go out to an enormous mailing list, they used what they thought was a funny salutation as a placeholder that would be replaced on the final run. They wrote, "Dear Rich Bastard." You guessed it. That's the way it was mailed out.

Bottom line: relax, be yourself, be polite, be accurate and complete in the information you are giving, and proofread your letter before mailing it out. Then proofread it again.

Resume Cover Letter

This is where you really need to make a good impression, but don't panic. There are books written on the subject and I won't try to include all the information here that is readily available. What is essential is to sound professional, friendly, organized and qualified. You want to be able to say something about the company you are applying to that will show you are familiar with their work and why you would be a good fit for the company. Be concise, not wordy. Proofread. Proofread again. Have a friend proofread. And be sure to attach your resume.

Begin your letter by stating that you are responding to the company's ad and have included your resume and references. If you know something about the company's work mention it here. If you don't know, look it up. Then state why you think you'd fit in. Keep it brief. In the next paragraph briefly give your relevant background and experience and how they help qualify you for the job. Close with a thank you for their consideration and invite them to call (give your phone number!) if they have questions or need further information.

DO NOT USE A FORM LETTER! Some elements of your letter will stay the same—the invitation for the reader to call with questions. But it is essential that each letter be customized for the company you are sending it to.

Many applications are done by email now, but this does preclude the need for a formal cover letter. Add it as a separate attachment, along with your resume and references. In the email, keep it simple but professional, with something like, "I am attaching a cover letter, resume and references in application for the sales representative position you advertised. If you should have any problem opening the attachments, please let me know and I will be happy to send them in another format." Then sign your and add a complete signature block including address, phone number and email address.

And be sure to proofread it. And proofread it again.

Business Letter Format

If you are writing a letter for the company you work for, it is very likely they have a letter format that everyone follows. If not, below is a standard format.

All text aligned on the lefthand margin with one line space between paragraphs. Use a "ragged right" alignment, rather than full justification. It looks more natural without all those annoying spaces in the text.

Date at the top followed by one line space

Address block, no spaces between lines (addressee name and title, company name, address, city, state abbreviation (two spaces) ZIP

Re: (gives subject of your correspondence, i.e., Seminar Dates)

Salutation (Dear Mr. Jones:)

Body of text. One line space between each paragraph

Complimentary close (Sincerely,)

(4 line spaces)

Your full name + degree if applicable (i.e., Ph.D.)

Your position in the company, immediately below your name with no extra space)

Enclosures

That's it for now. Remember, I offer individual coaching or business writing workshops for companies who have six or more employees who would participate. For more information contact me at sweetwriter@gmail.com or 866-559-8720.