> How to write a business letter? - Communication Etiquette

How to write a business letter?

How to write a business letter?

Every business letter, regardless of its purpose, must respect a logical structure and contain a series of essential elements.
Heading: It consists of a series of elements that present both the entity that issues the letter and the person to whom it is addressed. 
Letterhead: Include your company logo with its data. 

Date and place: Do not forget to indicate the place and the completion date of the issue, the day, month and year. As a general rule, it is placed to the right of the paper. Remember that months are written in lower case. 

salute: Customize your letter as much as possible. Write the name of the person you are addressing whenever you meet him. You can use expressions like "Dear ...". 

The message body of business letter

Here you must state the reason for your letter in a clear and orderly manner. 

Introduction: Start with a brief presentation of your company to put the reader in a situation, unless it is a response to another letter or a collection letter. 
Exposure: Then state the purpose of your communication clearly and concisely, with the necessary arguments.
Contact details, Bank details, e-mail, date and number of the letter, receipt mark.
Conclusion: End your presentation with a brief conclusion or summary of the reasons and the relevant request. 

Close the business letter

Farewell: Conclude your writing with a farewell phrase. This may vary depending on the reason or recipient. The phrases most used are "Sincerely" or "Best regards". 
Signature: In every letter, your name should appear and put next to your signature. 

Annexes: If your letter is accompanied by an annex you must make reference to it, even if it is indicated on the body of the letter. It is a good information strategy, to remind you that the documents that accompany your letter are important.

Business letter writing style 

When writing letters, an official business style is appropriate. The language of business letters is distinguished by the following features: 
  • Accuracy of information.
  • Officiality.
  • An informative but brief summary.
  • Objectivity and structuredness. 

Tips for how to write a business letter 
  • Make a template to use as a base, this way you will save time. 
  • Take care of the design of your letter. It must be attractive, to invite you to read.
  • The extension should not be very long. 
  • Use clear, concise and direct language.
  • Write sentences and short paragraphs. They make reading more attractive, understandable and easy.
  • Select a typeface that is readable, easy to read.
  • Highlight in bold those most important words or content that you want to highlight, but without abusing.
  • Leave space between the lines and paragraphs, to make the reading of the document more fluid.
  • Depending on the purpose of your letter the tone may vary. Be polite; Use a formal tone, never aggressive, disrespectful or ordinary.
  • Watch your spelling. Review the text several times to verify that there are no spelling or grammar mistakes.
Electronic signature 
Its presence is useful (there is your contact information) and it is a good tone that demonstrates your professionalism. The signature should not exceed 5-6 lines. It should include at least your last name and first name. In addition, it is advisable to indicate your phone number, email address, name and physical address of the company, as well as the address of the website. 

Business Correspondence Phrases
  • We inform you that the delay in shipment ... occurred due to ...
  • We inform you that plant management has decided ...
  • We inform you that your offer has been accepted.
  • We are announcing that we ...
  • Please be advised that ...
  • We inform you that, unfortunately, we can’t ...
    Patterns of expressions explaining motives (The most common phrases at the beginning of a standard business letter)

    • In response to your request ... 
    • In confirmation of our telephone conversation ... 
    • In confirmation of our agreement ... 
    • In order to provide technical assistance ... 
    • Due to the difficult situation ... 
    • In connection with the joint work ... 
    • According to the customer’s letter ...

    • Please check the progress of the work ... 
    • Please take action… 
    • Please provide performance data ...
    Sending documents or material assets 

    • We are sending drawings of the assembly of machines ... 
    • We send the documents you are interested in by registered parcel ... 
    • We are sending a contract signed by us ...
    The confirmation 

    • We gratefully acknowledge receipt of your order and proceed to its implementation ... 
    • We confirm receipt of the specifications for ... 

    • We invite you to participate in the discussion of the project ... 
    • Please take part in the discussion of the problem ... 
    • We invite your company representative to visit ...
    Refusal and rejection of the proposal 

    • The draft title list sent by you for construction projects in the amount of ... we cannot be approved for the following reasons. 
    • Your proposal (project) was rejected for the following reasons...

    • We remind you that according to the plan of joint work you must ... 
    • We remind you that in accordance with ... you must ... 
    • We remind you that your payment debt is ... 
    • We remind you that the deadline for submitting the manuscript is expiring ...

    • We guarantee payment. 
    • We guarantee the deadlines. 
    • We guarantee the quality of products.
    Interpretation of one's own position 

    • Our appeals on this issue did not lead to positive results. 
    • We have no objection to the design. 
    • We cannot deliver your goods ... for the following reasons: ...
    Interpretation of the actions of the other party 
    • Such a delay could lead to ... 
    • It is completely inexplicable why your plant delays the dispatch of molds ... 
    • Your promises are not kept.
    Final words 
    • We hope that our request will be fulfilled. 
    • We look forward to furthering cooperation. 
    • Wishing you success. 
    • We urge you not to delay the reply. 
    • Please excuse us for the delay in answering (for the mistake made).
    Ethical Business Correspondence 

    Business correspondence, like any other form of interaction between people, is based on a set of ethical rules and norms, the most important of which is “correctness and respect for others”. Even if the purpose of the letter is to make a claim, its text should not contain rude words and incorrect expressions that may offend your counterparty. By caring for the dignity of your addressee, you are thus preserving your own.

    In addition, when composing business letters, it is not recommended:
    • Start the message with a statement of refusal. First of all, one should state the motivation of the decision made and make it clear that under certain circumstances it is possible to return to the consideration of the issue;
    • To impose on the addressee the expected outcome of the question, for example: “I ask you to study and resolve the issue positively” or “I ask you to approve this candidacy”
    • Encourage the addressee to rush when making a decision with the words “urgent”, “immediately”, “in a shorter time”. Better use the label formulas “I ask you to answer before such a date”, “I earnestly ask you to immediately inform me of your decision”
    • Hint to the addressee about his alleged inattention, incompetence, introducing into the text of the letter a wording such as “I propose to carefully study ...”.
    For the recipient of business letters, the mandatory requirements, in terms of ethical standards, are:
    • Rejection of the response form, in which the letter of request or letter of offer is returned to the author with the response information posted on them;
    • Prompt and clear response to the sending organization. Delay or lack of response may be considered unwillingness to cooperate.
      How to write a business letter? How to write a business letter? Reviewed by communication etiquette on 10:28 PM Rating: 5

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