What Should I Do to Be Good in The Business Letter?

Business writing is different.

Often, for a business reader, writing is actually different from writing in philosophy, social arts, or other academic systems. Business writing tries to be concise, not suggestive or imaginative; it emphasizes accuracy and correctness. This difference doesn’t make business lettering better or lower. Instead, it reveals the sole purpose and related issues of engraving in a business environment.

When writing a business report, keep in mind that readers will have limited time to read the book and want to review it. The recipient will pay attention to your statement as it will affect their operation. They need to understand the “gist”: the situation or difficulty you are playing and how to respond to it.

The formal letter format differs from the informal way commonly seen in email communications and differs from the additional orderliness and legal features seen in contracts. These two limited properties apply to most memos, emails and messages. Concepts that are too symmetrical can reject the recipient, and actions that are too arbitrary can be considered unfair or inappropriate. As with all reports, in a business letter, you need to understand your readers.

The author must always master the function of the business letter. It is effortless for individuals or associations to impress others. The functions of business letters can be summarized as

• Internal characteristics

• External functions

Let’s take a thorough look at them.

1. Internal characteristics

It implies the features of grammar application and proof of business transactions.

1. Transparent

The terminology in the business letter must be transparent. It helps the recipient understand the content immediately, easily and without a doubt. Any uncertainty leads to a misunderstanding of the information stated.

2. Just

Authors must use simple and clear vocabulary in business letters. Exaggerated and complicated words should be avoided.

3. Introduction

The content mentioned in the letter should be short and clear. Keep in mind that “short” doesn’t have to be too “straightforward”, you need to study your own expression and the audience you want to target.

4. Concrete

The content of this letter must be specific and accurate. By using specific writing, the reader gets a clear picture of the information. However, your message should not appear like a comprehensive list of quick, disjointed sentences.

5. Precision

The accuracy of business correspondence must be continuously monitored. Accuracy usually means there are no errors in grammar, terminology, punctuation, etc. The correct organization should be focused on discussion.

6. Reason

The vocabulary and wording used in business letters must be reasonable. Communication really needs to understand the content in a reasonable form. Concept communication must be unified.

7. Extensive

An extensive letter must be written. It helps the recipient understand the topic and the solution. It must contain all the necessary information. It should also be remembered that this letter should be short, clear and cover all aspects.

8. Relevance

The message should only contain important information. Business letters should not contain unnecessary details.

9. Be lovable with ff

The phrase used in the business letter should be lovable with must. Authors must constantly use clear, respectful and reliable language in their posts. This does not mean that language and offensive language should be used. Terms like please thank you should be used.

10. Tidy

Business letters must be cleverly typed or handwritten. Authors must use proper indentation, spacing, and paragraphs.

11. Pronouns

Personal pronouns (like me, us and you) are essential in letters and memos. In these types of notifications, the ideal situation is to call yourself like the recipient like you and me.

12. Passive sound and active sound

The most skilled authors try to create a concise table, so readers understand their information. One way to achieve a simple style is to reduce the use of passive sounds.

Two. External characteristics

The external characteristics of a business letter indicate the characteristics of the external form. The appearance of the letter should be attractive and convincing. Some external features are

1. Paper size

Use the normal size paper. A4 paper is widely accepted paper for writing business letters.

2. Thesis mark

The quality of the paper used must be suitable. The company cannot always use expensive paper. You must use high-quality paper for the primary copy and plain paper for the copy.

3. The colour of the paper

Sometimes it is particularly advantageous to use different colours of paper for different types of letters. Readers can understand the purpose and meaning of the letters through the colours of the letters.

4. Folding method

Letters must be folded correctly and consistently. The folding method must ensure that the letter fits in the envelope. Nobody can rewrite this letter. It gives a negative impression of the recipient’s opinion.

5. Envelope quality

Always use high-quality envelopes and make sure that the letter size fits the envelope.


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