Although we are all far more comfortable sending our daily business responses via email, this may not always be to our advantage. Yes, it is a convenient and rapid amenity afforded us by the beauty of technology. However, printed business letters still appear to be a far better choice for conveying relevant information. Therefore, you will probably need English business letter writing tips from experts to ensure you are satisfied with that format.
In fact, learning the business letter format is something that experts suggest from the start. You can find templates for business letters on most word processing software. Adhering to those models will give you a good start at designing an effective business letter. And, following basic letter writing suggestions will aid you as well.
Since your business letter will be representing you and your company, experts say that getting professionally designed letterhead is highly advisable. A business letter will provide your business with a distinctive look that communicates its desire for high-quality standards. You can find letterhead design templates online if you are not prepared to spend money on a professional designer.
Block style is the form that most experts suggest. It means that all the text in your letter would be justified to the left side. Additionally, it is single spaced with double spaces inserted between paragraphs. The margins will be about 1 inch on all the parties. Thankfully, this is a document’s default setting within word processing programs.
Keep in mind that business letters have specific parts:
• Date. This is always at the top of the letter and should be written in a month, day, year format. So, that would be April 15, 2017, as an example.
• Sender’s Address. If you have incorporated this information into your letterhead, then there is no reason to add it here. However, if your letterhead does not reveal your company’s name and address, it is a good idea to add it just under the date. Feel free to include your website URL and your email as well. Customers will have an enhanced ability to contact you with this information in place.
• Inside Address. This shows the person and company that you are sending this letter too. You may choose to use the full name, but note that experts believe that the Mr./Ms. Aspect is optional.
• Salutation. Experts require that a colon used at the end of the address in place of a comma. It differentiates the letter from that of personal correspondence.
• Body Text. Here you will reveal your reason for composing the message. If you have mutual connections or relationships, you will make that apparent here as well. Then, you can provide the recipient with an outline of how you plan on delivering a solution to the issue at hand (whatever that may be). Do not forget to cite experts and offer proof through examples. Make sure that all related information grouped into relevant paragraphs.
• Call to Action. In this section, you will give the reader the opportunity to make a decision and then do something about it. You can share methods in which the user can act and how you intend to follow up with the letter you are sending.
• Signature Block. Since you will be sending this letter via the actual mail services and in print form, be sure to sign the paper physically. Experts think that signing in the blue or black ink is your best option here.
• Enclosures. If you are adding white papers for additional proof, or other forms of documentation, list them in this section of the letter. It lets the reader know what to expect from the extra pages in the envelope.
• Carbon Copy. Whenever you send a message to several people within the same company, it is always advisable, according to experts, to let the individual recipients know. This way no one feels that he/she has been lifting out of the loop of communication.
Now that you understand the layout of the letter, it is time to start considering how you are going to write it. Business letters are significantly different than those associated with personal correspondences. The tone of these letters will not employ the friendly and casual language utilized in your emails. Instead, this letter should be friendly, but completely professional.
Experts say that you should “strive for an overall tone that is confident, courteous, and sincere.” They suggest that emphasis and subordination should be use in an appropriate manner. And, that the language employed should stress, “the ‘you’ attitude; and be written at an appropriate level of difficulty.” But, don’t make it sound so dry that you come across as robotic.
Do not beat around the bush. People in business are busy. They expect to see your point very early on in the letter. Be concise and straightforward with the information you are conveying. It will help eliminate any chance of miscommunication. And, do not try to employ jargon that is industry specific. Write in a way that will keep the reader interested.
The organization will go very far here. Take the time to place differentiated paragraphs within the body text. And, if the letter is going to be long, do not fail to employ the use of subheadings and distinct sections. Also, feel free to make keywords jump out at the reader by highlighting them.
Your entire piece does not have to be in black and white. In fact, using color, according to the experts, can draw attention to important aspects of the letter. You might even want to apply a particular color to your company’s name so that it stands out every time it used in the letter.
Making a connection with your reader from the beginning will do a good deal of your message’s success. Providing some sense of common ground from the start will help. Of course, understanding how your reader will react is just as important. Be sure that your letter addresses needs that are significant to the user. And, keep your tone friendly as you provide the solutions to the problem at hand.
At this stage, you done with the letter writing process. However, do not send out a message that you have neglected to correct. You need to ensure that you are representing your company to the best of your ability. And, silly grammatical and typographical errors will do great amounts of damage to that image. Have someone else read it before you send it and then go for it.
These English business letter writing guidelines are provided by academic experts at CustomWritings.com custom writing company.