Business Letters / December 1, 2018 / Clarissa Mendoza
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.
If you are writing for customers do not use business jargons that they may not understand. Use the Appropriate Font Forget Comic Sans and other fonts that look "cute." Business correspondence should look crisp and formal. Standard fonts for these letters include Times New Roman and Arial. Your font should not go beyond 12 pt except if you are using a really small font. Large fonts look unprofessional and sloppy. Of course it goes without saying that all business letters should be typed and never handwritten. One needs to pay special attention to the language while writing a business letter. It should be formal and even sensitive issues should be addressed with proper care and ensure that it does not come across as offensive. For example in case of complaint letters.
When in doubt don t risk embarrassment; phone the organization concerned and ask. Some people borrow an awful technique from email and use a person s whole name in the salutation e.g. "Dear Suzan St Maur." I don t know about you but this irritates the h*ll out of me and I would not recommend it. So when your letter is addressed to "Mr J C Jennings" your salutation is "Dear Mr Jennings." If the information you have is simply "Joanna C Jennings" you can probably take a chance and write a salutation of "Dear Ms Jennings." I don t know many male Joannas but don t count on it... Writing business letters is a skill that a person should have since it involves creating formal correspondences concerning your company product or service.