Essentials of an effective business letter
- Date: 2007-03-05 - Word Count: 474
Share This!
Business letter has a materialistic purpose but effective business letter can also strengthens the bonds between two organizations or the dealer and the customer. Business letters are used for many purposes such as to make inquiries, send replies, to place orders or bank correspondences etc. The main and the basic function of the business letter is not only to convey your message to the person who receives the letter but also to influence the reader. Following point can be used to make your business letter an effective business communication.
Language of business letter:
The language of business letter should be simple. It should not contain difficult words, phrases or technical jargons. It should have a smooth flow and should be easily understood or it should not require further explanation.
Avoid use of long sentences having many clauses. Sometimes the reader loses the beginning by the time he comes to the end of the sentence.
Avoid negative approach in the letter.
Avoid use of dull and uninteresting language. A letter with permanent style or with same tone of expression at all occasions may become stereotyped in due course. Use variety or a welcoming change in language that befits the particular occasion or pleases a particular person. But the variety should not be at the cost of clarity.
Sincerity of purpose:
Sincerity of purpose is important not only for human relations but also for business dealings. The letter should have an air of frankness and authenticity.
Give importance to the reader:
Avoid self-centered focusing on your own concerns or your business and focus on the recipient's needs, interests, or purposes. This "you attitude" or recipient oriented style is very useful in winning new customers and maintaining old ones. It does not mean that you should use more of "you" in your letter but you should make recipient the main focus of the letter. However, you should be cautious not to overdo anything in your letter to avoid feel of deception, superficiality or ambiguity.
Adjust oneself to the reader:
Tune your sentences to the taste of the prospective buyer. Mention the advantage a buyer would get without praising your own firm.
Business letter represents the firm, organization or the business. It is like a salesman with a difference. A salesman can instantly rectify his mistake if he has said something that looks unpleasant, but a letter writer can't.
You can use business-writing software for proofreading and to check and correct English grammar & spellings in your letter. Some software programs also has text enrichment feature to enrich your text with adjectives & adverbs, which enhances the simple sentence into more professional and sophisticated one & also suggest context related synonym for repeated words.
For more information on business writing software please visit
http://www.truevalue4money.com/businesswriting.html.
Author is a freelance writer.
For details on softwares to enrich your Business writing or creative writing, please visit
http://www.truevalue4money.com/businesswriting.html.
For more information on English writing software
English writing software website.
Language of business letter:
The language of business letter should be simple. It should not contain difficult words, phrases or technical jargons. It should have a smooth flow and should be easily understood or it should not require further explanation.
Avoid use of long sentences having many clauses. Sometimes the reader loses the beginning by the time he comes to the end of the sentence.
Avoid negative approach in the letter.
Avoid use of dull and uninteresting language. A letter with permanent style or with same tone of expression at all occasions may become stereotyped in due course. Use variety or a welcoming change in language that befits the particular occasion or pleases a particular person. But the variety should not be at the cost of clarity.
Sincerity of purpose:
Sincerity of purpose is important not only for human relations but also for business dealings. The letter should have an air of frankness and authenticity.
Give importance to the reader:
Avoid self-centered focusing on your own concerns or your business and focus on the recipient's needs, interests, or purposes. This "you attitude" or recipient oriented style is very useful in winning new customers and maintaining old ones. It does not mean that you should use more of "you" in your letter but you should make recipient the main focus of the letter. However, you should be cautious not to overdo anything in your letter to avoid feel of deception, superficiality or ambiguity.
Adjust oneself to the reader:
Tune your sentences to the taste of the prospective buyer. Mention the advantage a buyer would get without praising your own firm.
Business letter represents the firm, organization or the business. It is like a salesman with a difference. A salesman can instantly rectify his mistake if he has said something that looks unpleasant, but a letter writer can't.
You can use business-writing software for proofreading and to check and correct English grammar & spellings in your letter. Some software programs also has text enrichment feature to enrich your text with adjectives & adverbs, which enhances the simple sentence into more professional and sophisticated one & also suggest context related synonym for repeated words.
For more information on business writing software please visit
http://www.truevalue4money.com/businesswriting.html.
Author is a freelance writer.
For details on softwares to enrich your Business writing or creative writing, please visit
http://www.truevalue4money.com/businesswriting.html.
For more information on English writing software
English writing software website.
Related Tags: writing, business communication, english, business writing, written communication, spelling, business letter, english writing, writing software, english writing software, grammar check, proofread
Your Article Search Directory : Find in Articles
Recent articles in this category:
- The No. 1 Rule For Projecting Confidence - Speak With Authority
One of the most important characteristics a person can project in a business setting - or any situat - After the Autumn Checkout European Debt Crisis and U.S. Brewing Rebound
In the commotion caused by the Fed on interest rates come to an end, the "disastrous" for the euro a - Advantages Of Arcade Game Rentals
There are many different advantages to arcade game rentals. Most people need something to release th - A General Primer on Truck Cargo Nets
In modern highways it is quite rare to see truck cargo nets in action, this is because they are usua - The United States Will Burst More Severe Financial Crisis
Not long ago, suddenly announced that the central bank to raise interest rates, the interest rate hi - Niche Marketing Profits - 3 Easy Steps to Finding a Profitable Niche Market Income in 10 Minutes
Like most beginners I was having a very difficult time trying to find a niche market to earn extra m - The Importance of Hospitality Management Consulting Firms Toronto
Businesses and the managers that help guide any business are in a constant state of improvement and - New Keynesian Theory Label
2010 winner of the Nobel Prize in Economics three theories have been labeled as "New Keynesian" labe - Federal Reserve Pouring Money QE2 Unpredictable Fortune
U.S. economist Milton Friedman proposed a "throw the cash from a helicopter" view, while the practic - Fiscal Consolidation Should no Longer Delay
British Chancellor of the Exchequer George Osborne today announced fiscal consolidation policy, shoc
Most viewed articles in this category:
- Common Financial Problems to Avoid
One must first change their habits and not procrastinate. American Consultants Inc at offers key fi - How a Bad Hire Can Hurt Your Business
What's worse - hiring the wrong person or not hiring anyone at all? Companies can become almost des - Joel Comm Is Dr. Adsense
What is Adsense? If you are new to making money online and net marketing, you may not know what Ads - 5 Steps For A Dynamic Wealth System Online
Recipe: Opportunity + knowledge + Dynamic Wealth System + Your Action = Massive Success!!! Step 1 - How To Stop Foreclosure
Losing your house to a foreclosure can be very scary. There are times when circumstances are ou - How to Always Pitch A Strike
As business owners, we are always working on new ways to convince people to become customers, client - Membrane Diffuser Solutions for Wastewater Treatment Systems
In the aeration basin of a typical wastewater treatment plant there are both organic and inorganic m - Another Year Hating Your Job or Loving Life?
Copyright © 2007 Mary Foley I've come to the conclusion that to be successful - really successf - Dyestuff Industry In India And China
World demand for dyes and organic pigments to touch $10.6 billion in 2008According to a study on dye - Cma-cgm Case : the Series of Lawsuits Continues in Syria, Lebanon, Egypt, France, England and the United States
Damietta company case : The series of lawsuits continues in Syria, Lebanon, Egypt, France, England a