Business Letter Writing Etiquette

Etiquettes in the business world are quite different from normal lifestyle. Your presentation matters a lot as it directly indicates your strength in business. Your first impression is hence very crucial.  In the same way, writing in business also depicts a lot about your personality. However, in writing, since it is impossible to express your tone, let the reader know your intentions by focusing on clarity and professionalism.

Here are 8 basic etiquette you need to consider in business writing letters to make your personality look professional.

1. Never use slangs while writing to business associates. They are highly informal and unprofessional. Jargons too should be avoided. Using it might result in misunderstandings. They offend readers and hence might not be a very good idea.
2. Make the written text conversational. You do not have to be overly formal. It is okay to be liberal and sound as though you are talking to a friend or colleague.
3. Understand cultural differences and respect sentiments. Consider the differences in attitudes and beliefs of the person you are writing to. Understand their expectations and the level of formality you may approach to without offending the reader.
4. Respect the receiver’s tactics of doing business and reflect it in your writing. It shows proper writing etiquette.
5. Try to organize your thoughts by keeping business sentiments in mind. Your sentences should be able to get hold your readers’ attention.
6. Highlight important information and re-edit it again and again till you are satisfied. Proofread and try to avoid archaic expressions and common grammar, punctuation and usage errors as much as possible.
7. Tally your writing style in accordance to the present business environment. No one has the time to go through unnecessary words, phrases and repetition.
8. Use a very simple language and avoid using of heavy and confusing phrases. Also masked and passive verbs should be out of question.

Keep these proper etiquette in mind to help avoid awkward situations or misunderstandings. Above all learn to respect the sentiments of your business associates. If you can play the card right, you don’t have to worry about the rest.

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Etiquette for Professional Business Letter Writing

Business letters are important. They convey business communication where the tone is normally kept formal. As a business professional you require a very good understanding of the kind of relationship you hold with your colleagues, clients, vendors or suppliers. However, with the influx of the new media where email and instant messaging are on hot platter, executives in many organizations still prefer to good the old style with business letters.

The Right Business Writing Perspective

Whenever you consider writing a business letter, make sure to keep the goals, situations, expectations and objective of the reader in mind. This is important because different letters are linked to different emotions and even the level of intimacy is different from one another. Organize your thoughts and include their expectations and try to get the most out of the communication so that you may use it to your advantage. No matter what the message it contains, try to make it as positive as possible. Avoid negatives such as not, refuse, unfortunately and failure as much as you can. The letter should carry information in a positive perspective.

Basic Business Letter Writing Etiquette and Rules

Here are a few of the basic business letter writing etiquette you should follow to get your deals done in the most professional manner.

1. What happens in business letter is information and ideas are shared, offers are made and accepted, new people are introduced, apologizes are made and recommendations are served. They normally rotate between company owners, executives, consumers, job seekers, employees and community members.

2. Business letters normally come under three formats: block, modified block and semi-block. Block letters are left justified and single-spaced; modified-block letter’s sender’s and recipient’s addresses are left-justified, single-spaced and the date center aligned; semi-blocks are indented, not left justified.

3. Almost every business letter starts with the date on top followed by both the sender and recipient’s mailing addresses. With the introductory salutation greet the recipient and carry on with the body where the main purpose of the letter is explained on a positive note. These letters normally end with ‘Thanks’ or ‘Sincerely’ with your name and job profile beneath it.

4. Explain the purpose of your letter in the opening letter itself. Avoid jargon or highly technical language. Make it precise and to the point. Do not beat round the bush. The objective should be to make even the secretary or assistant understand the significance of the letter without technical grounds.

5. The first paragraph should be detail specific. Your recipient must be able to fully understand the reason behind the letter received. Write it in a highly professional tone and focus more on the positives. For example, focus more on what the company can do rather than what it can’t.

6. Close your letter by asking the recipient to take action. Ask them to get in touch. Provide them with your contact address or number in which you will be available. If you have shared your email, proofread it, in case you have made in mistake. Addresses are case sensitive.

7. Business letters are normally written to potential employers, clients or business associates. It should hence be understandable, clear and to the point. Check for grammar mistakes and typographical errors. Spell the recipient’s name correctly and double-check his/her mailing address. And most importantly, proof read, before sending it out.

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