How To Make The Desired Impact With A Business Letter
A business letter could mean any written, formal piece of communication being sent from one organization or individual to another. This means the term business letter is very wide in scope and includes business-to-business communication as well as business-to-client communication. Business-to-business communication typically includes writing proposals, recommendation letters, invitations, appreciation letters and more. Business-to client communications generally include writing marketing letters, welcome letters, letters of appreciation and so on.
Following the popularity of the corporate culture and the need to document each piece of communication, business letter writing has gained recognition. Business letter writing requires an understanding of the nuances of formal writing. Though a lot of corporate communication now assumes a personalized tone; however, writing documents like proposals or agendas for meetings or even resume cover letters includes the use of a very formal writing technique.
One of the first things that need to be kept in mind before writing a business letter is its main objective. Is it to introduce a new product that may interest the receiver, promote a business and gain alliances, or present a proposal seeking a definite response? Once the objective is clear it becomes fairly easier to write the letter. While there is no single super formula to get a business letter right, there are a few fundamentals that should always be adhered to when embarking on the task of business letter writing.
The first fundamental is to be precise. This piece of communication is going to be read by a third party and the professionalism with which the letter is written will be considered reflective of the organization/individual sending it. While an appropriate salutation is necessary, the letter should focus on the agenda and have as little deviations as possible.
Next is to prioritize the information. While one would consider the receiver gracious enough to read the entire text, fact is most individuals would want to get a clear perspective on the agenda and information contained in the letter in the opening paragraphs. Thus, always prioritize the information, with the opening paragraph containing the most important information and continue so forth. While the last few paragraphs can contain the least important information, ensure that the business letter has a strong closing. The closing needs to inform the receiver about the benefits they would enjoy from availing the product or service being promoted or the alliance being asked of along with a strong and clear call to action.
Once the content for the business letter is finalized, the format needs to be given attention. It first needs to give the complete contact details of the sender. Second, it is to mention the date on which it is sent. Third, it is to contain the name, designation and contact details of the recipient. Fourth comes the greeting such as Mr. or Ms. followed by a colon. The letter should open with a reference to the reason behind writing it. Then comes the body, followed by a Thank you, and concluded with a ‘yours sincerely' or ‘yours truly'. Before sending the letter, one final read through and edit is indispensable.
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