business writing: write today

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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