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It's pretty amazing how often business people do not follow basic guidelines when it comes to write their business correspondence. For help with your business letter letter. As companies have focused and have to be efficient to thrive and succeed, even the primary instrument of most companies - the business letter.
Below are a series of tips and guidelines that I have put together when reading and writing many hundred business letters in the last 30 years.
always try to focus on the needs of the reader, and try to see things from your perspective. Put in your position and imagine what it would be if you want to receive your letter. Everyone can do this because we are all "customers" of another business in a part of our lives.
Keep the sound formally and factual
In general, the sound and content of business letters should be formal and objective. Feelings and emotions have no place in the business letters. So avoid phrases like "we feel" and use "we believe" or "we think" instead. A warm, friendly approach is fine. Just keep it business, but avoid excessive formal terms like "so far", "loud", "herewith" etc.
Carefully plan your letter on
before you write the letter, a few minutes to list all specific points you need to cover. Sometimes it can even mean the recipient or its company a call to confirm a specific point. Remember that the purpose of the letter is to bind all the details about the topic by hand, so that more letters do not have to be written back and forth.
Create it clear, concise and logical
Use a clear and direct writing style that uses simple words and simple phrases. Make sure your flow follows a logical progress, which first identifies the main theme that works on it, and then draw the logical conclusion.
Accuracy and topicality are the key in their nature, the business letters must be accurate and timely. They almost always have financial implications and associated impact on other companies and / or persons. Check all facts specified in the letters, and make sure that any future appointments that are indicated are enough time to realistically conclude what is expected of them.
Get technical details of systems
Frequently, detailed technical information must be included as part of a commercial letter package. In such cases, use the main letter as cover letter that lists, and explains and referenced the attached (or attached) documents.
Use non-discriminating language, for example, use "Workforce" instead of "Manpower" or "Chairman" and not "Chairman" as "Chairman". Most style manuals contain detailed lists of offensive conditions and some suggested substitutes.
If you perform any kind of business in which business letters are important communication tools, do well to make the above tips and advice carefully. Remember that business correspondence you spend a direct reflection of the entire products and / or services of your company. Bad written, amateur and / or Shoddy business letters will certainly lead to losing sales.
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