business writing: write today

When you write a business letter, you need to write it in such a way that it will get the results you are looking for. Here are some things to consider as you sit down to write.

1. Jot down the purpose of the letter. As the saying goes, ìIf you don’t have a goal, you won’t hit it.î Why are you writing the letter? Are you seeking information? Are you responding to a letter or query? Are you responding to a complaint? Are you documenting some actions? Are you thanking someone or registering a complaint of your own?

Also consider what action you would like the recipient of the letter to take: Do you want him or her to send you some information or to schedule a meeting? Would you like him or her to pay a bill or redress some wrongdoing? Would you simply like him or her to accept a compliment or a sincere apology?

2. Gather your information. Don’t even think of starting to write a business letter without the recipient’s name, title, company name and address. Make sure you have the correct spelling. Do a search on the internet and/or make a few phone calls if you must. There is nothing that can sink your letter quicker than to misspell the recipient’s name. Avoid using To Whom It May Concern or Dear Sir/Madam, as these show that you couldn’t take the time to figure out whom to contact.

3. Follow standard business letter format: Return address and date in the upper right corner; followed by the recipient’s address on the left; the salutation (Dear Mr. Jones or Dear Ms. Smith); the body of the letter; the complimentary close (Sincerely); your signature, title and contact information; and a list of enclosures.

4. When you write a business letter, the body should start with the reason you are writing. Follow this with detailed information and then close with what you want the recipient to do. In most cases, you should be able to do this in three paragraphs and the letter should fit on a single page. If the letter is longer, read it over carefully and consider whether anything can or should be deleted.

As you write, avoid flowery or insulting language. Be formal but not stilted. Give specific information, including dates, account numbers, locations etc., depending on the situation. State exactly what you want the recipient to do, a timeframe in which to do it and, if necessary, a consequence if there is no follow-through. If I don’t receive a response from you, I will regretfully have to take our business elsewhere.

5. Always reread your letter before sending it. Have someone else read it too; it is easy to gloss over your own writing mistakes. If the letter is of a legal nature, have your company’s attorney read it too.

6. Send the letter on clean letterhead, not a blurred photocopy. It would not hurt to proofread it as well. Countless companies have sent letters only to find the letterhead had obsolete or even misspelled information (such as Ofice of the Provost).

7. Once the letter has been written, proofread and approved, send it as quickly as possible. Keep a copy for your records.
These seven easy steps will help you write a business letter that really does get results. Let your business letter do the work for you and help you climb the corporate ladder.

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Writing a business letter can seem like a no-brainer, but to get ahead in business you need to know how to write them clearly and simply. Here’s how.

Before you actually write a business letter, take a minute to figure out exactly what you want to say. Are you writing in response to a letter? Are you asking for something? What kind of response do you want? On a scrap sheet of paper, jot down the answers to these questions. Once you have a clear idea of what you want to accomplish you can begin writing a business letter.

There are many resources online to help you format your letter properly. Always be sure to include the date and the correct name, title and address for the recipient. Double-check these before you send the letter. These could be important later for future correspondence and also if there are legal or financial matters.

First write how you came to write the letter. For example, I am writing in response to your memo of June 3, 2010. Or, Our company is seeking a supplier for widgets. I saw your brochure and would like more information.

Then follow with your main message. It can be a response. It can be a request for a meeting or information. It can be an offer.

Next follow with what response you want from the recipient: a telephone call, a payment, even just sincere good wishes. Then close with a polite thank you. After all, the recipient took time out of a busy schedule to read what you had to say.

Keep the words clear and direct. Avoid using jargon and 10-dollar words like paradigm, optimal or synergy. Also avoid using buzzwords and phrases like thinking outside the box, team player, and win-win scenario. These are all overused and detract from the power of your message.

When writing a business letter, try your best to keep it to one page. The business world is fast paced and no one has time to read a lengthy tome. If your letter goes beyond a single page, read it again carefully and decide whether there is anything you can leave out.

Also think about the recipient of the letter. Writing a business letter is just like talking: you use a different tone if you are talking to your boss than if you are talking to a customer. For example, if you are on good terms with your boss, you may be more inclined to speak freely whereas with a customer you are likely to be more guarded.

Once you have finished your letter, read it over very carefully and correct any typos or other mistakes. You may use a spellchecker but it cannot catch everything. If possible, have another person proofread it before you send it out. It is very easy to have blinders on when it comes to your own writing: You know what you meant to say so it is possible to miss what you really did say.

Writing a business letter is not difficult but it is important to pay careful attention when writing them. A good letter can help your business immeasurably while a bad one can be disastrous.

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When you’re writing for business, you’ll find this tip useful:

Tip Eight: Separate writing and editing

Writing should come as easily to you as chatting to a friend. If it doesn’t, you’re trying to edit in your head before you get the words on paper, or on the computer screen. If you’re not aware of the danger of combining writing and editing, you’ll make writing hard for yourself, when it should be easy. If you don’t have trouble talking, how can you have trouble writing?

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