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#ALL BUSINESS LETTERS HAVE ONE THING IN COMMON REGISTRATION#

The postscript can be used as a supplement to the actual business letter or to highlight important information.

Postscript: The postscript, PS for short, originally served as a supplement in handwritten letters, but has acquired a new function in the age of machine text production.

If no specific recipient is identified, a neutral form of address like “ Dear Sir/Madam” would be a good choice. If necessary, research the name of the responsible contact person and make sure that the spelling of their name is correct.

Personal greetings: If possible, address the recipient(s) of the business letter personally.

If necessary, store complex tables, illustrations, or invoice details in the attachments. Business letters should only exceed an A4 page in exceptional cases. Therefore, please formulate briefly, concisely, and with a meaningful subject line. As a rule, you won’t be the only one who contacts the recipient of your letter from a business perspective.

Keep it short and snappy: In business letters, whether mail or e-mail, you should get straight to the point.Then follow 3 blank lines for the sender’s signature. If the company name follows the sign off, it is separated from the sign off by another blank line. The sign off phrase is separated from the text body by a blank line. Number the pages by right-justifying the page number in the footer. The letterhead is only used on the first page. If your business letter covers several pages, wrap the surrounding text 3 lines before the footer with a page break. Use blank lines to divide the text body into manageable paragraphs. In principle, it is better to be too formal than too casual. Less formal wording can be used in existing business relationships: For business correspondence, we recommend the formal salutation: How you formulate your greeting is up to you. The business letter title follows 2 blank lines after the subject line, ends with a comma, and is separated from the rest of the text by a following blank line. The greeting and text body are placed at a distance of 2.5 cm from the left margin of the page and formatted left-justified. Business letters should be clearly distinguished from private letters, which serve the exchange of personal information between private individuals. This means it can be between businessmen (business-to-business, B2B for short), or between businessmen and private individuals (business-to-consumer, B2C for short). These documents are not regarded as business letters.īusiness letters are used for written communication between two business partners and usually contain a business transaction.

Written notifications that are created using forms as part of an existing business relationships – for example, delivery notes, shipping notices, or pick-up notifications.

Written communications to an indeterminate group of recipients or recipients determined by group characteristics – for example, direct mail or advertising material.

Internal correspondence between offices, departments, branches, or subsidiaries in the same company.

The following categories of requirements are excluded from business letters:

#ALL BUSINESS LETTERS HAVE ONE THING IN COMMON REGISTRATION#

For example, a company registration number offers the recipient of a business letter the opportunity to obtain information about the company from the local chamber of commerce. The following applies: If a document is being used to establish initial written contact between business partners in an individual case, it should contain all the relevant information. These requirements make it possible for business partners to inform themselves in advance about the essential circumstances of their correspondent when it comes to burgeoning business relationships. If you are writing a business letter (rather than a fax or e-mail, for example), then there are certain content requirements, depending on the type of company. The external form of the letter is irrelevant.

Advertising letter to the addressee named in the address field.

The standard requirements for business letters apply to other things too: Any externally-directed, written communication or correspondence between two business partners or owners is regarded as a business letter, if the correspondence is addressed to a specific recipient or group of recipients.