Business Letters / November 30, 2018 / Lea Melton
Formal language should be used throughout this type of business letter. Do not keep the reader waiting keep the letter concise with the main purpose written in the first few lines. State the information you need and explain how the authority can be of assistance. Letter Of Complaint This letter is written as a means of expressing one s dismay at the actions of the recipient. An example of a letter of complaint would be a citizen writing to a local or regional authority about pollution in the area. In a complaint letter the problem(s) should be mentioned immediately. All citizens have the right to complain about a situation that is intolerable.
Readers do not like repetitive messages so do your best to avoid that. Scan every sentence and make sure they are essential to your message. Anything less than that should be deleted from your letter. Be Courteous and Polite This should be mandatory in writing these letters especially if you are talking to someone in a higher position. Depending on the nature of your message every appropriate courtesy should be extended to your reader. Make sure you address him properly as befitting his position. If you are writing a letter addressed to someone in a lower position do not appear condescending. Be Positive This is important especially for sales oriented letters. Use a positive tone of writing when creating your sentences. Substitute negative terms with positive ones. Using the proper words will help keep your reader interested in reading your message. Forget Creativity A business letter is not the medium for you to express your creativity. Do not use fancy words or use flowing narratives that you normally use in creative writing.
A business letter aims to make the reader understand your message and get them to do what you need them to do. It can convince someone to do what you want be it buying your product or service create a decision in your favor or agree to do business with you. This is why these letters should be written carefully. Here are some tips on writing effective business letters: Keep It As Short and Concise As Possible Lengthy letters are a no-no unless totally necessary. This can be quite tricky since you have to talk about business stuff but do your best to get rid of unnecessary fillers. After writing your first draft decide which portions you can remove without compromising the message of your letter. Avoid using flowery words that aim to lengthen your letter.