How to Write a Business Email and Letters

Today I am going to share my personal tips about How to Write a Business Email and Letters. The last skill many people want to learn about is business writing.

It’s seemingly just grammar and spelling and all that boring stuff, even though we devote many hours a day to writing emails, letters, and brochures.

And, even though explaining technical concepts, making a sale, and staying on good terms with customers rely on written communications.

So, here’s a basic introduction to great business email writing, my effort to offer you the basic minimum of information you’ll need to teach writing. So following are given some basic tips How to Write a Business Email and Letters.

Plan Before You Write – Great Business Email writing

A. Don’t take for granted the person to whom you are writing. Make a list of all the possible ways in which that person can respond to your communication.

Also, include answers you don’t want in this list. For example, as a result of what you write, your reader may decide never to do business with you again, or may phone your boss to complain about you, or may ignore your communication.

B. Think about who else could end up reading your communication. Your reader could show your letter to one of your competitors, or to other people at his or her company. It might be emailed to hundreds of strangers, or posted on some web newsgroup.

C. Decide what you want your reader to do about the situation. Do you want your reader to understand how to use your software; order something from your website; correct an error; be pleased with doing business with you?

D. Make a list of what to tell your reader in order to persuade him or her to respond in the best way. Use your own experience, common sense, or advice from your favorite management book.

Write Carefully

A. Use the right format. The format is the business suit of written communication. The look of the page creates the first impression and, like the clothes you wear, can help sell your message or undermine it.

* A memo should have at the top of the page your reader’s name (correctly spelled), the date, your name, and a brief statement of the subject of your message.

* A letter should have your company’s logo, name, full address, phone and fax numbers, and email website printed on the letterhead. It should also have the full date and the full name and address of your reader.

* Include your reader’s name in the salutation (the “Dear” line). For some reason, many business people put their reader’s name in an

“Attention” line after the address, then use as the salutation “Dear Sir.”

This method makes very little sense but is not as intimate as calling your reader by name, particularly if you are familiar with their name.

B. Write like a human being. Use the same language you use when you talk (within the bounds of good taste, if you need such a reminder). Don’t write in a style you wouldn’t use when you talk.

C. Provide the context of what you will say. For example, give the number of the order you are referring to, as well as dates and amounts.

D. Tell your reader everything he or she needs to know in order to successfully deal with the situation, but do not tell your reader more than necessary. .

Review What You’ve Written and Write It Again

A. Check the grammar. The parts of grammar with which businesspeople have the most problems are:

* Pronoun agreement: Make sure all pronouns (he, she, they, and you) agree with the nouns to which they refer.

* Subject-And-Verb Agreement: Make sure all verbs (those little action words, remember?) agree with their subjects (those words or phrases that describe who or what is acting).

* Active Voice: This is really a matter of style rather than grammar, but write in the active voice unless you have a good reason to use passive voice.

That is, make plain who or what did the action. Make it clear that nothing happened without human involvement.

B. Try to read the communication from your reader’s point of view and add, change, or delete information where appropriate. Consider whether the communication provides your reader with enough knowledge to respond appropriately.

C. Check that the content is complete and reasonably self-contained. Make sure that you’ve provided enough background information and explained any new or unusual technical concepts. Don’t forget to make sure that you haven’t left out any steps!

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