How to Write Business Letters

Steps to Good Writing

How do you write, with pen or pencil or on a personal computer? The tools vary, but the process is the same: Plan, Outline, Draft, Edit, Rewrite, and Proofread.

Plan first. Planning to write requires thinking about your audience and purpose, gathering necessary information, and reviewing appropriate resources. Plan your time and your place to write. Try to create an environment in which you can focus. Research facts, figures, and missing details first so that your draft can flow without interruption.

The writing process doesn't always follow neatly progressive steps, but it must begin with a plan. Then, you have choices. Some people outline first; some write the draft. You may start with either, but must include both steps.

The content should be accurate, clear, and correct: grammar, punctuation and spelling. It is important that each section contains only information pertinent to it. It is necessary that each paragraph: (1) focuses on one topic; (2) is limited to five or six sentences; (3) has most sentences in active voice; (4) each sentence contains an average of 15 to 20 words. Ideas must flow logically. There should be the following reference material on your shelf: a good English/ Russian dictionary and a good Russian/ English dictionary; on line: a spell checker and a grammar checker. Always remember the words of Samuel Johnson: «What is written without effort is in general read without pleasure».

On the job secretaries most often write short letters or fax-messages. Businesspersons have always used powerful communication to achieve wealth and position. The right message at the right time and place is a success. The principles of good correspondence are 1) writing often and 2) responding quickly. The keys to letter writing art still exist. If you wish to follow them, you will see the improvement in your very next letter.

1. Begin from the end. Decide what you would like to happen as a result of your letter. Want money? To sell something? A promotion? Summarize your letter in a sentence. The best letters have a strong sense of purpose.

2. Put yourself in your reader's place. Therefore be friendly and nice. Never write in anger. Your anger will evaporate: your letter will remain. Find ways to turn negative statements into positive ones.

3. Write plainly. Keep your sentences short – one idea in each. Any sentence longer than two typed lines is automatically suspect. Try to write the way you talk.

4. Decide what information is important and what is irrelevant. Chop out the whole paragraphs if they do not contribute. In particular, pay attention on adjectives as Voltaire wrote «The adjective is the enemy of the noun».

5 Use active verbs. Be brave not to write «Your invoice has been misdirected» instead of «I have misdirected your invoice». Whenever you can, use pronouns I, we, and you addressing your reader by name «Dear Ms White». The passive voice sounds rather wimpy.

6. Check your grammar, spelling, punctuation, and style. Set up a clean, logical format for your letter. Read the text aloud to yourself, or, better, to someone else and ask him or her to look critically at your draft.

7. End the letter with an action step. The last sentence of your letter should suggest the reader's or your own next move like «If you have any problems, please do not hesitate to call us at...».

Дата добавления: 2014-12-27