Professional Letter Review
Revdoku’s Professional Letter Review checklist checks business correspondence for complete sender and recipient information, proper date and salutation, a clear statement of purpose, and professional tone throughout. It helps ensure that business letters meet formal standards before they are sent.
The Document
A business letter from Karen Whitfield, VP of Operations at Cascade Manufacturing Inc. (Portland, OR) to David Park at Atlas Steel Supply Co. (Seattle, WA) regarding quality issues with recent steel shipments. Four paragraphs formatted on company letterhead in Times New Roman.
What Revdoku Found
Overall compliance score: 25% — 3 of 4 rules failed.
| Rule | Status | Key Finding |
|---|---|---|
| Sender & recipient info | PASS | Full company letterhead with address, phone, and email. Recipient name, title, company, and address all present |
| Date, salutation & closing | FAIL | No date on the letter. No formal closing ("Sincerely," "Regards," etc.) before the signature |
| Purpose stated in opening | FAIL | Opening says "some issues we've been having" — vague. Should state formal notice or specific corrective action request |
| Professional tone | FAIL | 3 issues flagged: "real headache," "ASAP," "you guys" |
Compliance Report
Full compliance report generated by Revdoku showing pass/fail status, issue locations, and overall score.
Issues Breakdown
Date, Salutation & Closing (FAIL)
The letter has no date. In business correspondence, the date establishes a formal record and is essential for reference in any follow-up. The letter also ends abruptly with the sender’s name and title but no formal closing phrase such as “Sincerely,” “Best regards,” or “Respectfully.” Both are standard requirements for professional business letters.
Purpose Stated in Opening (FAIL)
The opening paragraph says “I’m writing to discuss some issues we’ve been having with recent shipments.” This is too vague for a formal business complaint. The opening should clearly state the purpose — for example, “This letter serves as formal notice of non-conforming materials received under Purchase Order #4892” — so the recipient immediately understands the nature and seriousness of the communication.
Professional Tone (FAIL)
Three issues flagged throughout the letter. “Real headache” is colloquial — a formal complaint should use precise language like “significant disruption.” “ASAP” is informal shorthand that should be replaced with a specific deadline. “You guys” is too casual for business correspondence. Each instance undermines the letter’s authority and could weaken the sender’s position in any formal dispute.