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Business letter checklist


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Business letter checklist

When you need to compose a business letter to your partner or customer, you need to think it over carefully and remember to follow the rule of four "C". It states that the letter should be: complete, concise, correct and clear. Using the business letter checklist you can establish fine business connections with your partners and customers.

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Business letter checklist

1. Creating letter draft

  • Make sure you have email-client software installed on your PC (e.g. Outlook, The Bat, etc.)
  • Create a new letter template using email-client software
  • Set dateline in appropriate format ( July 10, 2008 )
  • Insert correct email address of the partner/customer
  • Add if needed other email addresses to CC field
  • Type correct salutation according to addressee's position (Dear Ms., Gentlemen, or other)
  • Type your signature and reference initial in appropriate format
  • Read the letter and check spelling
  • Save the letter

2. Composing letter body

  • Make the letter subject as simple as possible
  • Introduce yourself and your company in the first paragraph (introduction)
  • Describe the letter idea and actually your offer (request)
  • Use facts and example to support your viewpoints
  • Use simple words, concise sentences and short paragraphs
  • Keep your letter body to the subject
  • Use color and text styles to emphasize main points (but do it too hard)
  • Enclose documents: commercial offer, pricelist, contract, charts, VCard, and other
  • Don't enclose too much information (it's better to give a download link)
  • Appoint the date of your next letter in the last paragraph
  • Enable the addressee to ask questions any time (Please, feel free to contact me)
  • Ask for the quick reply and give appropriate closing (We will be appreciated for your prompt reply)

3. Sending letter

  • Set letter priority (Urgent, High, Low, etc.)
  • Switch on letter receiving and reading confirmation reports
  • Send the letter
  • Make sure that the letter was successfully sent (check Sent Mail folder)
  • Add task to your task planner (e.g. the task "Wait for the company's answer till 9/20/2008")

4. Answering

  • Carefully read the received correspondence
  • Highlight the idea and main points (deadlines, names, titles, contacts, etc.)
  • Understand if you reached consent with your partner/customer
  • Reply promptly
  • Thank the partner/customer for reading your letter
  • Answer the partner/customer ...

    Order 750 checklists in MS Word and PDF printable format at $49.99 USD only. BUY NOW! 

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