BUSINESS WRITING TIPS AND TRICKS: - PART 4 of 5
Part 4: "Tips For Writing Better Business Letters"
This Free mini-course is sponsored by:
http://instantbusinessletterkit.com
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Hi again Affiliate:
Welcome to Part 4 of "Business Writing Tips and Tricks".
In the previous lesson I gave you seven (7) overall "strategies"
to use when planning and formulating your business letters.
Most of those strategies would also apply to the writing of
just about any type of formal letter, business or otherwise.
Below, I am going to give you some "tips" that are more
specific to the writing of "business letters" as defined
earlier in Parts 1 and 2 of this series.
BUSINESS LETTER WRITING TIPS
Here are a few tips I have picked up while writing literally
thousands of business letters over the past 20+ years.
1. Limit Them To One Page
By definition, business letters should be short and to the
point, preferably one page in length. Studies have found that
busy business people do not like to read beyond the first
page, and will actually delay reading longer letters. Make
sure your letter doesn't go into the "to do later" pile.
2. Relegate Technical Details To Attachments
Often, it is necessary to include detailed technical
information as part of a business letter package. In such
cases, use the main letter as a one-page cover letter that
lists and briefly explains the attached (or enclosed)
documents.
3. Keep Them Formal and Factual
Generally speaking, the tone and content of business letters
should be formal and factual. Feelings and emotions do not
have a place in business letters. In other words, avoid
"I feel that"; instead, use "I believe that" or "I think that".
4. Carefully Plan Your Letter
Before writing your letter, take a few minutes to list all of
the specific points you need to cover. Sometimes it may even
mean a call to the recipient or his/her company to confirm
or clarify a specific point. Remember, the purpose of the
letter is to tie up all of the details on the subject at
hand, so that more letters won't have to be written back
and forth.
5. Make It Accurate and Timely
By their very nature, business letters need to be accurate
and timely. They almost always have some sort of financial
implications and related impacts on other businesses and/or
people. Double-check all facts and figures stated in your
letter and make surr that all future dates specified are
realistic and/or reasonable.
6. Be Customer-Centric
Whenever you are writing directly to customers, always focus
on "their" needs and "their" perspective. Put yourself in
their position and imagine what they see from their vantage
point, and what it would be like receiving your letter.
Everyone can do this, since we are all customers of some
other business in some part of our lives.
7. Use Non-Discriminatory Language
Make sure that you avoid language that is specific to gender,
race, or religion in all business letters, either to other
businesses, or to customers. For example, use "workforce"
instead of "manpower", or "chairperson" rather than "chairman".
Most style guides contain detailed lists of the offensive
terms and some suggested substitutes.
To see a fully-formatted "real-life template" of a typical
business letter, click on the following link:
http://writinghelp-central.com/business-letter.html
If you apply these specific tips to writing your business
letters, in conjunction with the strategies covered in
Part 3, your letters will be both professional and effective.
That's it for Part 4 of "Business Writing Tips and Tricks",
Affiliate. Part 5 is scheduled to arrive in your
inbox on Jul. 14, 2008.
All the best,
Shaun Fawcett, M.B.A.
P.S.
Here's what a customer had to say about "Instant Business
Letter Kit"...
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Instant Business Letter Kit contains over 100 real-life letter
templates and includes a special Bonus Book called "Business
Forms and Templates". That Bonus Book covers everything
from invoices and order forms to writing agendas/minutes
of meetings.
http://instantBusinessLetterkit.com
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Copyright (c) 2005, Shaun R. Fawcett, All Rights Reserved.
mailto:shaun@writinghelptools.com
http://www.WritingHelpTools.com
http://www.WritingHelp-Central.com
http://www.InstantBusinessLetterKit.com
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