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Business Letter Writing

Top 10 Differences Between Business Letter & Personal Letter

by emily on October 18, 2021

Business Letter & Personal Letter
Business Letter and Personal Letter

Written communications are very different from verbal ones. And when it comes to personal and professional writing both are completely different poles.  A proper business communication requires being set according to professional courtesy. There are certain predetermined organizational structures that need to be followed. Personal written communication on the other hand does not require following any set rules and can be written with a lesser formal approach.

Personal business letters are written to concern personnel regarding issues where information are exchanged with suppliers, customers, banks, insurance companies and external parties. Whereas in personal letter you exchange personal or family affairs with friends, teachers, students, lovers, family and relatives.

Differences between Business Letter and Personal Letter

Here are the top 10 difference seen between business letter & personal letter writing etiquette. Read along:

1. Personal business letters are formal written communication between colleagues with the same objective but work for different companies. It helps a great deal in maintaining professional relationships and developing contacts within your network. On the other hand a personal letter is a communication between friends on strictly non-official purposes.  In this case, handwritten personal letter is also legible.

2. The format of personal business letters is normally kept formal. They have single spacing, are left justified with no paragraph indentation. They strictly have to be typed. Personal letters on the other hand requires following no set format. It is up to the writer to decide on what and how he wants to write the letter.

3. The language is kept very formal in personal business letters. Salutations and closings are chosen very carefully to the most professional business sentiment. Colons are used more often (for example, RE:, DATE:). Personal letters requires no such formalities. Because of their informal tone, senders often ignore the basic punctuation and capitalization standards.

4. Personal business letter has a lot of business related issues and information to include. Whereas personal letters are restricted only to personal or family affairs.

5. Personal business letter are normally kept short and to the point. One does not go for useless exaggeration in such letters as none has the time to kill in leisure in the business world. Whereas in personal letters, length does not matter. All you need is to convey the right sentiment in the right way.

6. Personal business letter are categorized according to its purpose. However, personal letters do not fall into any set categories.

7. Salutations in personal business letters are kept formal. Examples may be Sir, Dear Sir, and Dear Mr. X etc. In case of personal letter salutations are not at all formal. You may use Dear Friends, My Dear X, Dear X etc.

8. In personal business letters, the language is kept quite easy and simple. Use of professional tone is highly advocated. Whereas on the other hand, the language used in personal letter is poetic, emotional and caring.

9. Whenever any personal business letter is exchanged between organizations, a copy of it is preserves for future reference. In case of personal letter, stocking of the sent letter is not necessary.

10. Personal business letters uses a direct and persuasive method where as personal letters are only direct.

Conclusion

Business personal letters are kept different from personal letters because both are completely different entities. Business letters are written for a purpose and is expected a quick response and is all about meeting deadlines. Personal letters have no such issues linked to it.

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8 Most Useful Etiquette in Business Writing Letter

by emily on August 14, 2021

Etiquette Business Letters Writing etiquette rules
Etiquette Business Letter Writing

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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Top Sample Letters Terms:

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Most Appropriate Business Letter Writing Etiquette

by emily on July 28, 2021

Appropriate Business Letters Writing Etiquette, Rules
Business Letters Writing Etiquette

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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How to Write Effective Business Letters with Right Etiquette

by emily on June 21, 2021

Business Letter Writing Etiquette, Business Letter Writing Tips
Business Letter Writing Etiquette and Tips

Letter writing is very important in business communication. It is considered as one of the basic advertisement strategy adopted by companies. However, writing requires a lot of skills and techniques especially while writing formal letters. The key to successful business is mastering the mechanics of language but sadly, not many are quite acquitted to this art. They normally depend on their administrative assistants to produce satisfying letters. With the tough competition around, many companies have come up with their signature letter writing presentation for both business and public usage.

Common Etiquette for writing Business Letters

The basic etiquette to formal letter writing is it should look professional and have a businesslike appearance. It should be neat and symmetrical with no typographical, grammatical, or spelling errors as mistakes of any such sort look quite unprofessional. You need not write hyperbolic words. Stick to simple and plain language instead.

For a more distinctive approach, use a contemporary letterhead and envelope design template. These letters are normally written in block style with left justification. The text is normally kept single spaced. It is only between paragraphs double spaces is preferred.

Different Fractions of Business Letter

Business letters include the following sections. Read through:

The date line is written two to six lines below the last line of the printed letterhead.

Reference line which happens to be a numerical file number, invoice number, policy number, or other reference information appears below the date.

If you require using special notations like ‘confidential’ it normally goes two lines below the date.

In the inside address, addressee’s title and full name, business title, business name, and full address is included.

If the addressee is not specific, you may add ‘Attention: ________________.’

Basic introductory salutation goes with ‘Dear ______________’ after the attention line.

The main body should contain the main text. Use may also use paragraphs, bullet lists, and number lists (optional).

Complimentary closing is introduced two lines below the last line of the message. It is normally kept left justified.

Signature block include your typed name and title along with your signature.

Enclosures if any are termed as enc, encl, enclosures (3), or 3 encs.

In case of required postscript, it is included below the last text on the page followed by a short sentence.

Basic Business Letter Layout

Thought different companies follows different layout there is still a basic design which goes this way:

  • Date
  • Addressee’s name, title, company name and address
  • Salutation
  • Subject line
  • Main body
  • Signing off
  • Sender’s own name and title

Professional business writing follows the phrase ‘Keep it simple silly’. The wordings should be as clear as possible. And as already mentioned above, your business letter should be free of typographical, grammatical or spelling errors.

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Effective Letter Closing Etiquette | Business Letter Closing

by emily on May 7, 2021

Effective Letter Closing Etiquette, Business Letter Closing
Business Letter Closing Etiquette

Wrapping up your letter with the appropriate closing is as important as the main body. You need to be extra careful and picky to help your closing carry the right sentiment. Different letters carry different impression to the recipient. Whether your letter is formal, friendly or intimate, closing serve as a stopping point for your message. Your business letter closing must be able to leave a distinct professional impression without room for mistakes.

We have come with some of the most basic and appropriately respectful word or phrase you may use in letter closing. Keep reading!

Best Letter Closings for Ending of a Formal Business Letter

Yours Truly

‘Yours Truly’ is used in business letters. It is mostly used in those situations where you are at the beginning of a business relationship or you are not too close with the recipient. It is perfect as it is both cordial and not too personal at the same time. Few other variations may be ‘Very truly yours’ and ‘Truly Yours’.

Sincerely

‘Sincerely’ is mostly used as a part of formal business setting. It is mostly used in cover letters or for certain enquiry. Another variant is ‘Yours Sincerely’ which is considered as the simplest and most useful letter closings. They can be used in both positive and negative tone carrying letters.

Best Regards

‘Best Regards’ is used in slightly personal letters. It is used for those recipients who are not too close but not total stranger either. If you had a   face-to-face, or phone interview or corresponded via email a few times this closing will be most appropriate. Variations include ‘Cordially’ and ‘Yours Respectfully’.

Best Wishes

‘Best Wishes’ can be used as closing in those cases when the recipient can relate back to the content of the letter. A few of its variants like ‘Warm Regards’, ‘Yours Faithfully’, ‘With Appreciation’ etc. are sent to familiar faces as an appropriate closure.

Here is a list of letter closing salutation examples that will help you convey the right emotion to the right person.

  • Best, Best regards, Best wishes
  • Cheers
  • Cordially, Cordially yours
  • Faithfully, Faithfully yours, Fond regards
  • In appreciation, In sympathy
  • Kind regards, Kind thanks, Kind wishes
  • Many thanks
  • Regards, Respectfully, Respectfully yours
  • Sincerely, Sincerely yours
  • Thanks, Thank you, Thank you for your assistance in this matter, Thank you for your consideration, Thank you for your recommendation, Thank you for your time
  • Warm regards, Warm wishes, Warmly, With appreciation, With deepest sympathy, With gratitude, With sincere thanks, With sympathy
  • Your help is greatly appreciated, Yours, Yours cordially, Yours faithfully, Yours respectfully, Yours sincerely, Yours truly

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Basic Etiquette for Professional Business Letter Writing

by emily on April 9, 2021

Professional Business Writing Etiquette Guideline, Letter Tips
Etiquette for Writing Business Letter

Professional little writing is different from normal writing. They need to be concise, accurate, unambiguous, logical and above all easily understandable. Effective delivery of information is what counts in the business world. And when it is communicated through writing it holds a different level of significance. Hence, it is crucial to every business personnel to have a good grip in writing reports, emails, letters, faxes, policy documents or contracts that runs in the organization.

Professional Business Writing Etiquette Guideline and Tips

Here are the basic etiquette with good tips to help write some of the most influential business pieces:

1. One of the fundamental elements of business writing is to know your audience well. You must be able to speak their language to intrude further. As they say, test the water before you dive in.

2. Ask questions like who are you writing to? What exactly are you planning on writing? Is it a memo, a proposal to a business executive, or a letter to a customer? Different objectives have different style of writing.

3. Another important question you need to ask will be how well your recipient understands English.

4. Will the piece be sent to a single recipient or to many at the same time? In other words, understand your target strength. A note to a co-worker will be different form a memo to a group of executives.

5. How familiar is your recipient to the topic of discussion in written? If they are totally alien to what you intend to discuss about, they will never be able to relate and your purpose won’t be served. Your writing should have a friendly tone as sound as if you are talking to them.

6. You need not be overly formal. Plus it should not be too long or too short. Long pieces fails to grab attention while short ones across as rude as if you want to rush to the point.

7. The style or tone in which you write for professional business purposes differs from message to message and audience to audience. Hence the style you chose to write is crucial.

8. Use of standard grammar rules and proper syntax is the key to successful business writing. Remember that your writing reflects your personality which is quite crucial to any business meeting.  Hence play this card safe. Always proofread before sending it out. 

9. The information you provide should be factual and honest. You need not exaggerate or lie to bag any deal.

10. Be proactive throughout your writing. Make is provocative in such a way that your purpose is served.  Also, there are chances that your writing will not be heard. In those cases, do not lament, your plans will not be hindered. Just move on.

Other Related Letter Etiquette Format

Differences Between Business Letter & Personal Letter
Etiquette in Business Writing Letter
Introduction to Letter Writing Etiquette
Etiquette for Writing Business Letters
Government Official Letter Writing Tips
Letter Writing Etiquette to Catholic Priest
Formal Letter Writing Etiquette
Farewell Letter to Colleagues
Retirement Congratulations Letter Writing
Business Letter Closing

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