A clearly written business letter is an effective tool of persuasion. The way a concept is presented in writing is almost as important as the message itself. The letter's word choices, organization and ideas, if articulated and presented clearly, help ensure the message will be interpreted as you intended.

Step 1

Address your letter to the appropriate recipient. Confirm her correct title and spelling of her name. Avoid using “To whom it may concern” or "Dear Sir or Madam," which are less personal and suggest you don’t care enough about the topic to target the right audience.

Step 2

Introduce the subject of your letter in the first paragraph. Describe your proposal clearly and succinctly. Give enough information to help the reader understand your concept without overwhelming him. Include references to supporting information available online and include any additional information as an enclosure or attachment.

Step 3

List the features and benefits of your proposal in the next paragraph. Describe its key strengths. Demonstrate your knowledge of the market by explaining what differentiates your idea from rival concepts. Clearly describe how the reader will benefit from adopting your idea.

Step 4

Conclude the letter by thanking the reader for letting you present your idea and invite him to contact you to discuss the idea in greater detail. Include contact information, along with the best times to reach you.

Step 5

Send copies of the letter to anyone who also should be aware of the communication. List their names beneath your signature, preceded by “cc:”

Step 6

Use spell check and grammar check, then proofread the letter once more to find any mistakes not caught by the checker applications.