Writing business letters and emails should be very carefully done because it determines particular business’s professionalism. For your current or future clients, stakeholders, and vendors, business communications in the form of letters and emails signify an overall business organization.
In narrower sense, writing and editing business letters take your business to bigger opportunity only if you compose and edit them for professional tone and clarity which serve the purpose to gain expected impression and positive responses. Thus, there are some essential points regarding business writing you may want to learn.
Foremost point is related to the language used. If you write letters and email for business purpose, it is best conducted using formal language. You should notice particular suggestions in writing business letter like avoiding using slang language, emoticons in email, or involving a familiar relationship with recipients of business communications.
It is also important not to address recipients by their first names because it is inappropriate to do. But you can use their first names on the letter if you are sure that it is appropriate. You shouldn’t forget to thank recipients for the time and attention they have shared to your requests or comments. Close the letter by signing it and type your name at end of your email. For business letters, use complimentary closing like “Best Regards” or “Sincerely”.
Furthermore, many business letters are written briefly, but the truth is brief is not always best although it is truly better. Give special attention on sentence’s clarity and grammar, try not to use jargon and ‘stuffy’ language, avoid incorrect punctuation and spelling since they may affect the intended meaning of sentences. Because of the letter includes business inside, you shouldn’t leave personal inquiries. Commonly, bullet points or a numbered list help you increase the clarity of your correspondence.
Your business communication letter should deliver the point quickly without neglecting sufficient information. It means you must remember that although you the letter is written briefly, this shouldn’t lose both clarity and professionalism. Sometimes refusing a request through letter can be so hard to do, thus you can write particular refusal through letter by providing a brief explanation since it can be more polite way to do.
Business communication is another way to send a marketing presentation for near or distant colleagues. Make sure that you communicate with confidence and professionalism because you are communicating – whether through email, letters, or presentation - on behalf of your business or employer. You don’t need to take negative responses to business communication to you heart, so keep calm and stay in your best positive manner.