Writing Business Letters That Get The Job Done

Despite the widespread use of e-mail in commerce today, traditional business letters are still the main way that the majority of businesses officially communicate with their customers and other businesses.

This is especially true when businesses want to formalize an agreement or an understanding. So far, emails are great for all of the preparatory work, but a formal business letter is still most often needed to "seal the deal".

There are two basic categories of business letters: business-to-business, and business-to-customer.

BUSINESS-TO-BUSINESS LETTERS

Most business-to-business letters are written to confirm things that have already been discussed among officials in

meetings, on the telephone, or via e-mail.

Can you imagine the letters that would have to go back and forth to cover all of the questions and possibilities that can be covered in a one-hour meeting, a half-hour phone call, or a few quick e-mails?

The main purpose of a typical business letter is to formalize the details that were arrived at in those discussions, and to provide any additional information that was agreed upon.

Over the years, certain general standards have evolved in the business world that the vast majority of businesses use in drafting their business-to-business correspondence.

BUSINESS-TO-CUSTOMER LETTERS

There are many different types of business to customer letters. They include: sales and marketing letters, information letters, order acknowledgement letters, order status letters, collection letters, among others.

As with business-to-business letters, over the years certain general standards have evolved in the business world that the vast majority of businesses use in drafting letters to existing and potential customers.

Of course, going in the other direction are customer to business letters. These include: order letters, order status inquiry letters, complaint letters, and others.

Since these are customer-generated letters, there is no particular expectation that they follow any particular letter-writing standard. Typically, they are handled just like any other piece of personal correspondence.

BUSINESS LETTER WRITING TIPS

Here are a few tips I have picked up while writing literally hundreds of business letters over the past 20+ years. This is a slightly modified version of the tips included in my eBook, "Instant Business Letter Kit".

1. Limit Them To One Page

By definition, business letters should be short and to the point, preferably one page in length. Studies have found that busy business people do not like to read beyond the first page, and will actually delay reading longer letters.

2. Relegate Technical Details To Attachments

Often, it is necessary to include detailed technical information as part of a business letter package. In such cases, use the main letter as a cover letter that lists and briefly explains the attached (or enclosed) documents.

3. Keep Them Formal and Factual

Generally speaking, the tone and content of business letters should be formal and factual. Feelings and emotions do not have a place in business letters.

4. Carefully Plan Your Letter

Before writing the letter, take a few minutes to list all of the specific points you need to cover. Sometimes it may even mean a call to the recipient or his/her company to confirm a specific point. Remember, the purpose of the letter is to tie up all of the details on the subject at hand, so that more letters won't have to be written back and forth.

5. Be Customer Friendly

When writing directly to customers, always focus on their needs and their perspective. Put yourself in their position and imagine what it would be like receiving your letter. Everyone can do this, since we are all customers of some other business in some part of our lives.

6. Use Non-Discriminatory Language

Make sure that you avoid language that is specific to gender, race, or religion in all business letters, either to other businesses, or to customers. For example, use "workforce" instead of "manpower", or "chairperson" rather than "chairman". Most style guides contain detailed lists of the offensive terms and some suggested substitutes.

To see a fully-formatted "real-life template" of a business letter, you can check out the following link:

http://writinghelp-central.com/business-letter.html

? 2005 by Shaun Fawcett

Shaun Fawcett, is webmaster of the popular writing help site WritingHelp-Central.com. He is also the author of several best selling "writing toolkit" eBooks. All of his eBooks and his internationally acclaimed f-r-e-e course, "Tips and Tricks For Writing Success" are available at his writing tools site: http://www.writinghelptools.com

cheap limo service Lombard .. Lockport Chicago limo O’Hare

---

Through the Eyes of an Artist

As writers, we initially tend to be either more cerebral... Read More

Creative Writing Tips - Does The Name You Chose Suit Your Character?

How do you choose a name? Do you put down... Read More

Writing with a Sense of Adventure

We've all been told that we need to use all... Read More

Business Letter Etiquette

Business etiquette is fundamentally concerned with building relationships founded upon... Read More

Screenwriting, Screenplays, Screenwriters ? Good Ideas for Stories

The principle for writing good screenplays begins with good idea... Read More

Why Book Writers Need A Running Mate

By far, I have found that the lack of discipline... Read More

How To Write for the Web

The Scanning ReaderWriting for the Web is different than writing... Read More

Do The Unfamiliar To Keep Your Writing Going

One of the best ways to blow someone's winning streak... Read More

Mexican Living: Lets Be Perfectly Clear

Readers often send me interesting and exciting e-mails about the... Read More

Business Writing: 10 Great Authors

Great business writers combine narrative skills with sound judgment to... Read More

Writing Made Them Rich #2: Charles Dickens

Charles Dickens was born in Portsea, England, in1812. His father... Read More

The Arrogant Writer: Five Ways To Nurture and Defend Your Muse

Arrogance has a bad rap. We think of arrogant people... Read More

Zany Ideas That Increase Writing Productivity And Quality

Welcome to the zany ideas of a productive writer. My... Read More

Writers Turn to the Internet for Support, Friendship and Advice

Riding on the fumes of potential, you take pen to... Read More

Ferreting Out Work

FERRETING OUT WORK You keep hearing that there's work out... Read More

The Untold Secrets of Writing Best Selling Childrens Books

Ever wondered how the most successful children's book writers get... Read More

Writing Made Them Rich #4: Paulo Coelho

Paulo Coelho was born on August 24th 1947 in Rio... Read More

The Struggle

Sometime one must coax the words out.Each day is a... Read More

Story Building with Imagination

In the words of Aristotle, "happiness is self contentedness helping... Read More

Characters In A Romance Novel

Before you even begin writing your novel, you need to... Read More

Write On! - Key Components of Successful Business Communication

Written communication is often the first impression you make on... Read More

How to Multiply Your Freelance Writing Work

You can turn your $200 fee to write a press... Read More

Becoming A Successful Author: The Price!

So you want to be a successful author? You want... Read More

An Inside Look at Proofreading

This is the ideal topic for us all to think... Read More

Greatness

[When I was a nineteen-year-old high school student and budding... Read More

limo O'Hare Glen Ellyn ..