Writing a good business letter, be it over e-mail or on company letterhead, is all about clarity. There are three questions that must be answered in every business letter: Why am I writing? Who is the reader? What is my point?
The point to effective communication is stating what you want to the person who can help you get what you need. I wrote the formal business letter below as an exercise for the Business Writing course I recently took at the Gotham Writers’ Workshop.
George Conner
The Fish Finder, Inc.
123 Boundary Street
New York, NY
(123) 456-7890
george@ffi.com
Herman Melville, Ph.D.
Department of Fisheries Biology
Brooklyn College
Brooklyn, NY
June 10, 2009
Re: Promoting the Benefits of Locally-Farmed Tilapia
Dear Dr. Melville,
I am writing to you about your research into the burgeoning market for locally-produced Tilapia. My name is George Conner, and I am the CEO of a seafood brokerage company, The Fish Finder (FFI).
Your papers on the health, social, and environmental benefits of the Tilapia industry have thoroughly impressed me. I have taken a long second look at offering Tilapia in our catalog. FFI is considering marketing Tilapia as a first step toward promoting environmentally responsible alternatives to our usual mix of exotic farm-raised fish.
I would appreciate the opportunity to meet you in person and discuss your goals for promoting Tilapia. If our goals align, then going forward I would like to explore the possibility of FFI entering into a joint venture with you.
Thank you very much for your time and attention. I will contact you next week with the hope of setting up an appointment to meet. I look forward to talking with you.
Sincerely,
George Conner,
CEO, The Fish Finder, Inc.
