Business Letters / November 27, 2018 / Heidi Wallace.
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.
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.
It is required to give technical details though in the first paragraph only. For example the date invoice reference or deal no. etc. Tone: Depending on your purpose you can vary your tone of writing the letter. For example if it is a business proposal you are drafting it needs to be persuasive in nature. If it is a thank you letter you need to be courteous. Use jargon with the appropriate recipient. Reference: The last section of business letters are very important. You are required to mention the references to the issue you are talking about along with names and contact details of the people associated with the same. These were some tips for knowing how to write a business letter. Last but not the least you may include a section naming Enclosures at the end of the letter.
Complaint Letter: This letter is attributed to report a complaint or an error in any document work profile or action. It can be denoted as a legal document to report a compliant. Inquiry Letter: This type caters to fulfill the request or inquiry made by someone. The key purpose is to resolve the queries and questions in the mind of the writer. Order Letter: This type of letter is used to place an order for something. In companies and organizations if anything falls short then an order letter has to be sent across. It is also known as a purchase order or a correspondence between business and a vendor. Response Letter: This letter is written in reply to the one received by someone. When there is any kind of request job application or advice request a response letter is written as a reply for those.
When you write to a title the salutation is "Dear Sir " "Dear Madam " or if you want to play it safe "Dear Sir/Madam." When you write to an organization it s "Dear Sirs " Dear "Mesdames " or again if you want to play it safe (but labor the point) "Dear Sirs/Mesdames." Your sign off will be "Yours faithfully" (UK) or "Yours truly" (US and Canada.) Less formal letters This is where you have a name. And this is where you can get into hot water if you re not sure of the gender of the person. Someone called J C Jennings could be a Jack or a Joanna. Someone called Leslie Matthews could also be either (traditionally the female version of the name is spelled "Lesley" and the male "Leslie " but I know at least one lady Leslie.) Equally beware of unisex names like Jody Jo Bobbie Alex Rob Robin Carol (yes really ) Billie Chris Darryl Eddie Sam Jackie Nicky Frances (f) vs Francis (m) Freddie Gabrielle (f) vs Gabriel (m) Georgie Gerry/Jerry Charlie Nat Harry Jessie (f) vs Jesse (m) Stevie Mel Pat Ronnie Sacha Sandy etc. And that s before we get started on names from non English-language cultures. People these days usually don t advertise whether they re "Mr" or "Ms" or whatever.