Business letters require good solid communication skills and knowledge
of business letter conventions. This study guide will provide you with
guidelines for writing business letters that will transact business quickly,
effectively, and courteously.
When do you write a business letter?
Business letters represent you when you conduct transactions in writing.
For example, you might write to request a price list, apply for a job,
or inquire about a refund policy.
Although your letter should not be particularly personal in tone, it
should reflect courtesy, clarity, and an understanding of your reader's
needs. In business, time is valuable. Make it easy for your reader to help
you by writing simply and by including only the information your reader
needs.
Business letter style
Make your letters readable and direct. Choose short, accurate word choices,
short sentences, and orderly paragraphs. These are easy to read, understand
and remember. Use personal pronouns, active voice, and action verbs. Avoid
formal and stuffy expressions (like "thanking you in advance," "as per,"
"be advised," or "enclosed herewith") and don't use technical terms unless
you are positive your reader will understand them as you do. Don't write
to impress; write to explain.
Preparing your letters
Make your letters readable by typing them on 8 by 11 inch typing paper.
Check your text for clarity, completeness, and readability, and don't ever
forget to proofread. Minor errors in spelling, punctuation, and grammar
hurt your credibility. Make sure that your letters look neat and tidy on
the page. Sloppy appearance will detract from even a well written letter.
PARTS OF A BUSINESS LETTER
|
4455 Turnbolt Ave
Austin, Texas 78713
September 14, 1997 |
RETURN ADDRESS..Always
provide your address so that your reader can contact you.
DATE.. The date is useful for record-keeping.
|
Underwood Computers
11213 Technology Blvd
Houston, Texas 77078
Dear Mr. Underwood:
I am writing this letter to express my appreciation for
the wonderful assistance we received from your staff during the past month.
Your salespersons did a terrific job in analyzing
our company's needs and providing us with options which were well within
our budget for the project. The equipment was shipped in a timely fashion
and the installation was as easy as we were told it would be. When a few
minor problems arose, your technical assistance staff were very responsive
and the problems quickly resolved over the telephone.
Please thank all of the people who were instrumental
in getting the project up and running on time.
Sincerely,
Joseph Goodenhour |
RECIPIENT ADDRESS.. Give
the reader's name and address as they appear on the envelope in which your
letter is mailed.
SALUTATION or attention line.. Address the
reader by name punctuated with a colon. When writing to a manager you do
not know by name or to a department, use an attention line. (Example: "Attention
Claims Manager.") Avoid stuffy "Dear Sir" or "Dear Madam" salutations.
INTRODUCTION.. Begin your letter with a short
statement of your subject and reason for writing.
YOUR TEXT.. Explain your subject fully and
clearly. Be accurate and don't waste your reader's time with unnecessary
details.
CLOSING.. End your letter by saying something helpful
or courteous to your reader. If you thank your reader, explain why.
COMPLIMENTARY CLOSE.. "Sincerely" is a good
choice. Punctuate your close with a comma.
YOUR SIGNATURE
A TYPED COPY OF YOUR NAME |
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