How To Proofread A Business Letter

Writing business letters is a vital aspect of building and maintaining professional relationships. If you have written to a business contact and are unsure of how to proofread a business letter, this guide will provide you with tips.

• Whenever you are contacting a business colleague, customer, competitor or potential client in writing, it is important to portray the proper tone. As is the case with any other formal written correspondence, your credibility may be undermined if your business letter contains any typos, incorrect grammar or inappropriate language. Therefore, it is key to thoroughly proofread any business letter before sending it out.

A quick way to save time and learn how to write great business letters quickly is to get a sample business letter book. You can then always refer to it when in doubt about whether something is right or not. Suggested titles are given below under Business Letters on Amazon.

Make sure you have and use a good dictionary and thesaurus of related words so that you can check meanings and find different words when you repeat the same words too often. These could be part of your word processing software, found online or purchased in paper or cd-rom or software formats. Inexpensive dictionary/thesaurus combinations are available at all bookstores and free on the Internet. In the Dictionary Thesaurus on Amazon section below are some suggested titles that you may not have seen before that may be of interest.

Take the time to read your letter out loud. That not only makes it easy to spot errors but will help train your ear to write more clearly. Getting a modern English usage and or a punctuation and grammar rule reference book can help you write correctly. Suggested titles are given in the Business English on Amazon section below.

• Even if you are in a hurry to send out your business letter, you should always give yourself a break between writing the letter and proofreading it. After writing the letter, take a break from it and do something else. Then, come back to the letter and print out a copy. Looking at a hard copy of the letter gives you a different perspective than reading it on your computer screen and may make it easier to spot any errors you may have made.

• Getting as many perspectives as you can will increase the chances that you'll be able to spot any and all possible errors. While the spell and grammar check features on your word processing program will catch blatant errors, it will not catch all of them. For example, misspelling "to" as "too" or "two" may not be picked up by a spell or grammar checker.

Although it may seem repetitive, the more times you read the letter, the more likely you are to spot and correct any mistakes. Some different reading techniques you may want to employ when reading your letter include:

1. Reading the letter out loud
2. Reading the letter backwards
3. Reading the letter from right to left
4. Reading the letter slowly and determinedly

• Once you have proofread for spelling and grammar, your next step is to read through the letter, paying attention to what you have written. Although you will have a clear idea of what it is you want to say, it is vital that your message is clearly and efficiently conveyed. As you read for content, try to put yourself in the recipient's place and distance yourself form your writing.

• As you read, ask yourself the following questions:

1. Have you maintained a respectful and businesslike tone throughout the letter?
2. Have you introduced the topic and point of your letter in the first paragraph?
3. Have you avoided using any superfluous language or jargon?
4. Are your thoughts clearly organized and thoughtfully conveyed?
5. Have you reiterated your main point in the closing paragraph?
6. Have you opened and closed the letter appropriately?

• If possible, ask a colleague or trusted friend to give your letter another once-over. Ask them to give you honest feedback on your writing and then use their feedback to revise your letter.

• Writing business letters is an important part of being involved in business. Whether you are writing letters in an attempt to get new clients, build on the business relationships you have, or resolve conflicts, your credibility may be damaged if your letter contains typos, grammatical errors or unclear writing.