Top 5 Tips for Writing Better Business Letters
Whether you are going to write a letter to your Boss or to your client or colleague or subordinate, the style of your writing really matters a lot in the professional world. It is true that in today’s Internet world you can get all the information when you search for anything on Google. In the same way, you can get much information on how to write a good business letter. In addition, you can also get some pre-built templates for writing a good business letter. Some of the sources will also claim to be the best letter template. But before you use those templates make sure whether those templates are applicable to your situation or not. Moreover, the various information that you get from many sources many make you more confused. That is why we have come up with five simple tips that will certainly help you to write better business letters:
- Know the purpose of writing: Before you start writing any business letter the first thing that you need to know is the objective of writing the letter. No one should start a journey without knowing his destination. In the same way, unless you have a clear objective, thesis or proposal that has the clear purpose of writing you should not start your business letter. So, before you start writing ask your boss some vital questions such as why you are writing the letter and to whom, what you are expecting to achieve, and how you want the person to respond. All this information will help you to write a business letter in a better way.
- Put the main point first: Whether you are writing to your client or to your colleague or to your boss or any vendors remember that everyone is busy in their duties and you should always respect other’s time in the same way you value your time. In most cases, it is seen that most of the business professional does not get time to read a lengthy letter. So instead of burying the important message or information somewhere later for the reader to dig out, it is very essential to put that essential information first so that the readers can easily find it without any difficulty and without wasting much time on it.
- Use of heading: If you want to ensure that your reader understands your message easily you should use heading in your business letter. The heading should be short but informative. It will make your information more digestible and will certainly make the reader to read the business letter with huge interest.
- Avoid abstract statement: Whenever you write a business letter always avoid using abstract or theoretical statement. You must remember that readers like a concrete statement than that of the abstract statement. Apart from that, you should not also use too much of abstract noun in your business letter, especially those abstract noun which are based on verbs. It will make your sentence odd and complex. For example, instead of writing the sentence as “Specific consideration will need to be given to them” you should write “We will need to consider them”.
- Use everyday word: While writing a business letter the writer should always remember that the reader may not be educated enough to understand the complex word or phrase. So in a business letter, you should not use too much complex word or phrases or jargon. The use of these types of complex words can make the business letter tough to understand for the readers. Hence it is always advisable to use everyday words as much as possible.