Always consider your audience when preparing a business letter. Do not say something in a letter that you would not say to the person in a face-to-face situation, and do not put in writing anything that might later embarrass you or your company, commit you or your company to something that you might not be able to fulfil, or be used against you or your company in the future. Explain technical terms and procedures that the recipient may not understand or know about, but provide only as much information as the individual will find useful. Whether you are writing to your immediate superior , an officer of the company you work for, or a disgruntled employee, be respectful and professional.
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Letter writing is a form of communication. Thoughts, feelings, opinions and intentions are written clearly so that the reader will fully understand what exactly you wish to say. Personal letters are more common and informal. But a business letter is more formal and must adhere to certain rules, format and restrictions. If you are a businessman or a business owner, it is important to create an effective business letter in dealing with clients or to other employees.
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Business letters are important because they serve as a formal method of communication between people. They provide valuable information on business-related matters, such as purchase transactions, and they serve a legal purpose. Business letter also are used as a reference material to future transactions between individuals and organizations. Furthermore, business letters promote and sustain good will. Good business relationships are formed and maintained through effective communication.