Business Letters   Business Letter Essentials

Writing Business Letter Essentials

Consider your Reader

Who is the reader? In a business letter, it is usually employees, customers, suppliers or the public. When you are writing business letter, imagine that you are in the readers' position. Are they happy, frustrated or merely inconvenienced? What essential information does that person need to know through this communication? What are their expectations when they open the letter? Have you addressed all of these issues? By doing this, you will show the reader that you can relate to them and the situation. This will build a relationship between the two of you.

Be Responsive

If you are responding to or with a letter, address the inquiry or problem. Most of the time, companies rely too much on a handful of form letters to answer all situations. This shows that you do not understand their needs. When you considered you reader as above, you will be able to respond to them.

Is a letter or email the best option

In a lot of situations, it may not be appropriate to just send a letter or email. Think about how urgent is the situation or what sort of relationship you have with the intended recipient. For example, when you are asking for a pay rise, you should talk to your boss first and then follow up with a letter.

Be Personal

Letters are written by people to people. Don't address it "to whom it may concern" if it is possible. Whatever you do, do not use a photocopied form letter. Please see how to use a form letter for the proper use of form letter if you have to use it. You cannot build a relationship with canned impersonal letters. But also don't be too informal. Avoid using colloquial language or slang such as "you know" or "I mean" or "wanna".

Be concise and to the point

When writing business letter, explain your position in as little words as possible. Spell out what you can and what they need to do. Use clear and easy to understand language so that any misunderstanding can be minimized. Think before you write. Ask yourself why you are writing? What is it that you want to achieve? Use this 5 step process:

1. List out the topics you want to cover. Do not worry about the order.
2. In each topic, list keywords, examples, arguments and facts.
3. Review each topic in your outline for relevance to your aim and audience.
4. Cut out anything that's not relevant.
5. Sort the information into the best order for your readers.

Be friendly, build the relationship

Don't use cold, formal language. Some people have the perception that when writing business letter, they must big words. To them this is a sign of literacy. Some 'big words' have no substitute, but do use the word correctly. You want the reader to feel like they are reading a letter from someone who cares.

Emphases the positive

1. Talk about what you can do not what you can't. For example, if a product is out of stock, don't tell the customer you are unable to fill the order, instead, tell them the product is very popular and you have sold out. Then tell them when you can get the order to them.
2. Stay away from negative words. For example, your complaint about our product, instead, sorry our product was not up to your expectations.

Be Prompt

If you cannot respond fully in less than a week, tell them so and say when they can expect a respond from you.

Check Spelling, Grammar & Facts

Always make sure you are 100% correct in spelling, grammar and facts. Use the spell and grammar checker from your word processor. If you are not very good or need more help, get someone to edit the letter.

Use the correct format

This section is too big, so go to Business Letter Format to find out more. There are also examples of Writing Business Letter there.

Recommendations

If you want to write a letter fast, I highly recommend that you use the templates provided in 3001 Business & Sales Letters because they have (as the name suggest) 3001 Business & Sales Letters templates. This award winning software has by far the most comprehensive list of templates. Here is a list of the templates they have ordered by categories.

As I can see it, the templates will cover every conceivable business situation. With this product, all you have to do to be good at Writing Business Letter is to cut, paste and do a little bit of modifications. It even gives you phrases (see screen shot) when you need it to help you construct sentences. See the following business sample letter to see how this program will help you write any letter you want. It is by far the best value for your money. 

Watch a video demo here:

You might also try the new 4001 Business & Sales Letters

If for some reason you don't like 3001 Business & Sales Letters or it’s sister Easy Letters 2003, I suggest you go for 597 business letter templates as they have the second most comprehensive list of templates. Here is a list of the templates they have in Alphabetical Order.

It is as far as I know, the cheapest templates available on Writing Business Letter. A good value for money as well.

This is the best Writing Business Letter book I can recommend. All his advice are up to date and very practical. He provides Over 300 business letter-already written for you! Collections; sales promotions; applications; employee relations; congratulations; announcements; appointments; problem customers; rejections; social events; speaking engagements; suppliers; sympathy; job offers and more.

Business Writing Makeovers: Shortcut Solutions to Improve Your Letters, E-Mails, and Faxes
by Hawley Roddick

This book will help you avoid the traps that are easy to fallen into when Writing Business Letter. Using more than 100 clear "before and after" examples(a.k.a. "makeovers") she demonstrates the most common writing pitfalls, and how easily they can be overcome.

To the Letter: A Handbook of Model Letters for the Busy Executive
by Dianna Booher

This Writing Business Letter book is an excellent reference for a very busy person. It's easy to read and it can help anyone who seems to be stumped on how they should word the most difficult letters.

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