A Business Letter For Success
Business letter writing is an art
Business letter writing is an art. One does not need to graduate from a business school to write effective business letter. Letter writing like any other skill must be practiced in order to attain perfection. Basically, a business letter is not a causal letter and its main aim is to present the point very clearly and concisely. It does not have to be a small abstract; rather we should effectively connect with the reader through our letter. Certain precautions must be implemented while writing a business letter. The tone of the business letter has to be professional and it is advisable not to use any slangs or casual language.
A business letter must essentially follow a fixed format. If we miss out any part in the format, the reader may lose interest in our letter and toss it away. Therefore, certain rules have to be followed when writing a business letter.
Firstly, on the letter head of our business, we must give our contact details at the top of the page like the senders name, address, phone numbers and email address. Some people prefer to center align their letter head for a more distinguished look. Next is the recipient information that goes on the left hand side of the letter. If we take the example of a business letter, we must type the name first followed by the designation like Human Resources Manager, and after this comes the address and phone number. After the date, comes the recipients information, this is immediately followed by the greeting.
For example, we write the salutation as Dear Mr. Tom: (the name should always be followed by a colon). If we are unsure about the recipient, then we can write To whomsoever it concerns followed by a colon again.
The envelope should preferably be in plain white color. The body of the letter is of utmost importance as this will convey our message across and decide the outcome of our business with the recipient. One must essentially use short paragraphs and should not indent the lines. After we have conveyed our point to the recipient, it is advisable to summarize our intent in the last paragraph of the letter.
The way we close the letter also makes a lasting impression on the reader. All we have to do is add Regards or sincerely or yours faithfully. Multiple rechecks can help us correct minor mistakes in areas like English grammar and vocabulary, sentence constructions etc.
In order to ensure perfection, we can have someone proof read the letter before sending. After this print the letter on a clean paper ensuring that there are no ink smudges or blots on the palette. Once we make sure that everything is fine and in order, put your letter in an envelope, seal it neatly and send it across. Make sure the quality of envelope is good as well. The way we present our letter goes a long way towards deciding the success of your business venture.
by: Tauqeer Hassan
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