How To Write A Great Business Letter
The Writer,
The Writer,
Article Expert,
Bangalore,
13th April, 2012
The Distressed Letter writer,
Business World,
Sub: How to Write a Great Business Letter.
Dear Distressed Letter Writer,
Writing a business letter is probably the most difficult task. I say this because; the letter that reaches your clients desk is the first point of contact. A letter creates an image of you as well as the company in the readers mind. It might impress him & in turn would lead to a beneficial relationship or might mar your chances of ever connecting to him.
An important thing that should be kept in mind is that the letter should be simple & easy to comprehend. It should not be ambiguous in a way that the receiver is not able to comprehend the exact meaning what the sender intends to.
Apart from being convincing, a business letter should connect with the reader. In other words draft the letter in such a way that its neither too personal nor a cold formal letter. I am sure if you were at the receiving end, you would want a letter from a person who seems to care.
Emphasizing on the positives is highly important. Highlight points on what can be done rather than what cannot be done. Also make sure that you respond within a weeks time. A timely response to all queries would elevate your stand in the eyes of the reader.
A good business letter can be broken up into the following fragments.
1.The Title: This comprises your name & the address of the organization. This can be placed anywhere from the top left, center or right h& side.
2.The Date: A very important component in a business letter which helps keeps track of the correspondences. The date should feature either on the extreme left or the extreme right of the letter just below the address.
3.The Opening: This is the name, designation & address of the person to whom you are writing the letter. This comes on the left h& side of the letter, a line lower than your name & address.
4.Subject Line: This is a short, one line message expressing the reason for the letter.
5.Salutation: This is the form of formal greeting in a letter, which usually takes the form of Dear Mr. / Ms. First Name.
6.The Body: The body is the message or the content of the letter wherein the sender expresses to the receiver, the reason for the communication in detail. The message should be clear, conscious & respectful.
7.The Conclusion: A very important part of the letter, where you get to thank your client & reiterate the purpose of the letter.
8.The Signature: This part comes once the letter is complete & you sigh off.
9.PS / Note: Now sometimes you might forget to include points in the letter. The same can be added as a Post Script after the signature. It can also be shown as a note.
Another important step is to proof read your letter before dispatching it. For a poorly edited letter would leave a poor impression on the reader. The closing part of the letter is another crucial area where the sender can reemphasize the purpose of the letter & inform them of the necessary action that would follow thereafter.
The closing part also includes the signing off the letter. Thank him / her for having availed your services & then in the customary manner sign off with Yours Sincerely / Yours Faithfully.
Last but not the least, if you doubt your own capabilities; have the letter re-read by your colleague to get a second opinion on both the content & the structure. Wishing all the very best in your business letter writing venture.
Yours truly,
The Writer
by: chandni panjwani
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