Finalizing the Letter

Edit the letter. Presentation is a key element of being professional. Make sure that the recipient will easily be able to see you as capable and in charge by editing your letter for errors. Run spell check on your word processor, but also give the letter a thorough read before you send it.

· Ask yourself whether the letter is clear and concise. Are any paragraphs more than three or four sentences long? If so, determine whether you can eliminate unnecessary statements.

· If the letter is extremely important, you might want to have a friend or colleague look it over. Sometimes a second pair of eyes can help you catch errors or awkward wording you may not have noticed.

Don’t staple your letter. If you have multiple pages, staples are generally avoided. If you want to ensure that the papers stay in order, then use a paperclip at the top left corner.

Post the letter. If you're sending the letter via post, use a business envelope. If available, use one with the company logo printed on it. Neatly print your return address and the recipient's address. Fold the letter into third parts, such that the recipient will first unfold the top flap, then the bottom flap. Make sure you affix sufficient postage, and send it off.

· If you feel like your handwriting is messy and doesn't match your professional persona, type the addresses in your word processor and run the envelope through your printer.

· If the letter is extremely important and/or time-sensitive, consider having it delivered by courier.

· If you want to email the letter,  to preserve formatting. It is better, however, to send the physical letter.