The business letter is created for maintaining business communications and it must reflect the sense of professionalism and create a positive impression to the persons (s) communicated. So a business letter sample must follow a definite format so that the points, views expressed are clearly understandable to the readers.
Business letter samples follow different formats in different countries but the block letter format is the most common format followed. An ideal letter should contain all the appropriate points clearly and concisely explained. Too much longer sentences must be avoided and the whole letter should fit in a standard size of paper.
Very few professionals read the business letters thoroughly, so it is advisable to mention the purpose at the beginning of the letter so that it does not get missed while glancing over the letter.
The letter should be written maintaining a formal tone and a sentence must not be over burdened with many ideas at a time, creating confusion to the readers. The reader's interest will grow if the ideas are presented in a lucid manner.
One should be cautious enough to avoid all sorts of spelling and grammatical mistakes in writing a business letter. These flaws are easily detected by the readers which may have negative effects on the whole business proposal. After drafting the letter one must read it several times and rectify all the mistakes. A second opinion from a close acquaintance also helps in modifying the letter.
The sample must specify the dates and the names of the addressee in correct spellings, or the letter may be ignored due to incorrect spellings. The reference lines help in assisting the filing of the letters and so the sender's reference must be stated first. It is better to use the name of the addressee in the salutation and if the name is unknown, general salutations like dear sir or madam, ladies and gentlemen can be applied. Using the subject line hastens the handling of the mail. The business letter must end with a complimentary note using formal tone. Postscripts may be added to lay emphasis on a key point. Enclosures if any must be stated below the signature initials.