Writing an effective business letter is an important skill for every manager and business owner. In this brief overview we will examine the five main steps in creating an effective business letter. With this knowledge you can quickly amend and personalize business letters.
Main Steps:
• Identify your aims
• Establish the facts
• Know the recipient of the letter
• Create sample Copy
• Decide on Physical layout of letter.
Identify your Aims:
Clearly establish what you want to achieve from the letter- whether it is to win back a dissatisfied customer or to reprimand an employee. Whatever the aim, create your letter from these goals.
Establish the facts:
Make sure you have the relevant accurate facts available. For a late payer, this might include relevant invoices, complaint forms, talks with your sales department and any previous correspondence from the customer.
Know the recipient of the letter:
Write in the language of your recipient. Try to put yourself in the position of the recipient. Read it from his point of view. Is the letter clear or open to misinterpretation.
If you know the recipient, use this knowledge to phrase the letter to generate your desired
Create a sample Copy:
Having established your aims, amassed the relevant facts with a conscious view of the recipient- write down the main points of your letter.
Decide on Physical layout of letter.
The physical appearance of a letter consists of the paper and the envelope.
The first thing a recipient sees is the envelope. It is essential that it is of suitable quality with the name and address spelt correctly. Quality envelopes and paper suggest a professional company.
Technical layout of letter:
The following elements will constitute the formal outlay.
• Letterhead
• Name and address
• Date
• Reference
• Subject matter
• Salutation
• Communication
• Signature
• Enclosures
Letterhead:
This will include your company's name, address, telephone number, fax number and email address. Include your web address if available. Other information may be required depending on the legal status of your business formation. Contact your legal adviser for exact details.
Name and address:
Always include the recipient's name, address and postal code. Add job title if appropriate. Double check that you have the correct spelling of the recipient 's name .
Reference:
These are optional. They are a good idea if you have a large volume of correspondence. These days modern word processors made this an easy task to complete and maintain.
Date:
Always date your letters. Never abbreviate January to Jan. 31.This should be parallel to the Reference column.
Subject matter:
Again this is optional, but its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Re: It should be placed one line below the greeting.
Salutations:
The type of salutation depends on your relationship with the recipient. Always try to personalize the letter thus avoiding the dear sir/madam situation.
Communication:
This will contain a number of paragraphs, each paragraph dealing with one point and one point only.
Signature:
The signature should be clear and legible-showing you are interested in the letter and consequently the recipient. Your signature should also be followed underneath by a typed version of your name and your job title.
Enclosures:
If you include other material in the letter, put 'Enclosure', 'Enc', or ' Encs ', as appropriate, two lines below the last entry.
A letter's style:
Previously we created the main points of our letter, now we must transform this into a final version. To do this, four main considerations are necessary.
• Format
• Prose
• Manner
• Accuracy
Format:
There are three main formats: blocked, semi-blocked and indented.
The former has all entries tight against the left -hand margin. The semi-blocked format sets the references and the date to the right margin for filing and retrieval purposes, with the remaining entries placed against the left margin.
The indented format follows the same layout as either of the above, but indents each paragraph by five or six spaces.
Prose:
Clarity of communication is the primary goal. Don't use technical jargon if the recipient is unlikely to understand it. Short sentences are less likely to be misunderstood or misinterpreted. Be precise, don't ramble. Check each sentence to see if it is relevant. Does it add to the point ?
Manner:
Always try to personalize your letters. Always try to be civil and friendly even if the subject matter is stern and sensitive. Give the impression to the recipient that some effort and thought has gone into the letter.
Accuracy:
Once the final version of the letter has been created, polish it off with a final spelling and punctuation check.
How to Write the body of Commercial Letters
Start (Type 1)
Dear Personnel Director,
Dear Sir or Madam, (Use if you don't know who you are writing to)
Dear Mr, Mrs, Miss or Ms (Use if you know who you are writing to, and have a formal relationship with – VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
Dear Frank, (Use if the person is a close business contact or friend)
To Whom It May Concern (Very formal as you do not know the person to whom you are writing
The Reference (1 followed by any of the 2's as applicable)
1. With reference to… / Regarding to…
2. your advertisement in the Times, …your letter of 23rd March, …your phone call today, … Thank you for your letter of March 5th.
The Reason for Writing(1 followed by any of the 2's as applicable)
1. I am writing to…
2. enquire about …/ apologize for …/ confirm …
Requesting
Could you possibly… ?
I would be grateful if you could …
I would also like to know…
Could you tell me whether… ?
Agreeing to Requests
I would be delighted to …
Giving Bad News
Unfortunately …
I am afraid that …
Enclosing Documents
I am enclosing …
Please find enclosed …
Enclosed you will find …
Closing Remarks
Thank you for your help
Please contact us again if we can help in any way.
there are any problems.
you have any questions.
Reference to Future Contact
I look forward to hearing from you soon.
meeting (seeing) you next Tuesday.
The Finish
Yours faithfully, (Very formal as you do not know the person to whom you are writing)
Yours sincerely, (If you know the name of the person you're writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)
Start (Type 2)
Dear Mr, Mrs, Miss or Ms (Use if you know who you are writing to, and have a formal relationship with – VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss)
The Reference (1 followed by any of the 2's as applicable)
1. With reference to…/Regarding to…
2. your advertisement in the Times, …/your letter of 23rd March, …/your phone call today,
Thank you for your letter of March 5th.
Thanking the Potential Customer for His/Her Interest
Thank you for your letter of ... enquiring (asking for information) about ...
We would like to thank you for your letter of ... enquiring (asking for information) about ...
Providing Requested Materials
We are pleased to enclose ...
Enclosed you will find ...
We enclose ...
Agreeing to Requests
I would be delighted to …
Providing Additional Information
We would also like to inform you ...
Regarding your question about ...
In answer to your question (enquiry) about ...
Giving Bad News
Unfortunately …
I am afraid that …
Enclosing Documents I am enclosing …
Please find enclosed …
Enclosed you will find …
Closing Remarks
Thank you for your help
Please contact us again if we can help in any way.
there are any problems.
you have any questions.
Reference to Future Contact
I look forward to hearing from you soon.
meeting (seeing) you next Tuesday.
receiving your order
welcoming you as our client (customer)
The Finish
Yours faithfully, (Very formal as you do not know the person to whom you are writing)
Yours sincerely, (If you know the name of the person you're writing to)
Best wishes,
Best regards, (If the person is a close business contact or friend)
Tips:
1. Use block style - do not indent paragraphs.
2. Keep the letter brief and to the point.
3. Do not use shortened verb forms - write them out (i.e. "don't instead of do not").
4. Always keep a copy of correspondence for future reference.
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