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Learn 5 Simple Rules How To Write A Business Letter

If you don’t know how to write a business letter and don’t want to learn it, a lot of failures may expect you. You can say you don’t need it as there are special people for doing that. But you personally won’t avoid writing a formal letter even you are not connected with any business. Letters of interest, different applications, recommendations, complaints, inquiries and other official messages can also relate to business correspondence ordinary people have to write. If your writing is far from accuracy, it will not be appreciated or it will be completely ignored. Your goals will not be achieved.

How to write a business letter

Any career require knowing the rules of business letter writing

As you can see, any person must learn the rules of business writing. They also have to be taught at school. The main general principles are:
1. clarity
2. purposefulness, relating to the certain information
3. concise language
4. formal style
5. goodwill

When a letter follows these rules, everything can be found in its place. Remember that business people value time as money and they won’t waste time guessing what you mean and what your purpose is. Ensure that you make your point as clear and logical as you can. Consider your writing as a document that will be registered in some official place.

The way how to write a business letter depends on its format, layout and content. In every message you should write your address and the address of the reader, the date, the salutation or greeting, the introduction, the body and the closing.  After the date you can refer to the main subject of your letter, for example Ref.: delivery of the goods. In the most popular format “block style” the text of the entire letter is justified left, you address is in the top right-hand corner, the inside address is on the left. In your salutation write Dear Mr./Mrs. If you don’t know any names start with Dear Ladies and Gentlemen or Dear Sir or Madam. In the first paragraph tell the reason of your writing.  In the middle paragraphs give more information. Keep the information to the essentials and concentrate on organizing it in a clear and logical manner. In the closing conclude your letter with a “call to action.” State what you expect the recipient to do- to refund, send you information, etc. Give thanks to the reader for any help given. End the letter with ‘Yours faithfully’ if you don’t know the person or ‘Yours sincerely’ when you know whom you are writing.  Type your name and title. Sign the letter in ink in the space created. Try to keep the letter to one page. A short letter will get a quicker response. Present all additional information and documents in enclosures.

Having finished your  business letter, check your work carefully, correct all grammar and linguistics errors. Use all best chances and effective methods to show you are a serious person to deal with. Think about the prestige of yours or your company. Try to look at writing with the eyes of the reader and put yourself in his shoes. How would you act if you received such a letter? Hide all your negative emotions and thoughts. Leave real facts. When you write a letter to address a subject that angers you, set the letter aside before you send it. Read letter out loud to see the information in a different way. You can also get a second opinion. If you have a competent colleague, ask for his or her comments. So you can see the process of business communicating is not as difficult as you imagined. And it is really worth to know how to write a business letter.
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