Business Letters

Business Letters :


Every company, large or small, relies heavily on the business letter to keep the organization running smoothly. Business letters ask for and give information, order goods and services, request appointments, make complaints and deal with all routine matters. Although telephone calls have their place in the business world, letters have several important advantages.

1. Letters provide a permanent written record.

2. Letters are like written promises and clearly indicate who is responsible.

3. Letters allow busy people to send and receive information when it is convenient for them.

4. Letters allow time to think about and research a topic or situation before writing or responding.

5. Letters allow the reader the chance to reread and review complicated material as often as necessary.

A business letter should be brief, concise, clear, courteous and tactful. To get the best letters possible, use the writing process. Start by focusing on your purpose for writing the letter and the results you want from it. Think about your reader’s needs. Second, prepare an outline or plan. It doesn’t have to be more than a few scribbles on a scrap of paper that list the points you want to be sure to include. Third, write a rough draft of the letter and allow a COOLING OFF period before you revise it. Business letters are not a place to vent your anger, but rather a way for you to present a reasoned and logical argument. Fourth, revise the letter by arranging the details effectively and reworking sentences and paragraphs until your message is as brief and clear as possible. Finally, check the mechanics of your writing and prepare the letter for mailing.

Knowing how to write a correct and effective business letter is one of the best skills any employee can have, no matter what his/her work assignment is. Letters like paragraphs have three main sections: the introduction, the body and the conclusion.

The introduction consists of the heading (the sender’s return address), date (the month, day, year on which the letter was prepared), inside address (the name and address of the receiver) and salutation (a greeting like Dear Ms.)

The body of the letter contains the message the writer needs to send.

The conclusion consists of a complimentary closing (like YOURS TRULY or SINCERELY) and signature (sender’s name written in pen). By this way, we have to conclude the letters.

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