Most of an entrepreneur’s communications are in writing: in messengers with the team, in emails with suppliers and business partners, in official paper correspondence with government agencies and other companies.
For this communication to be productive and successful, you need to know how to write business letters correctly.
This is especially true for external contacts, potential suppliers, partners, and investors.
Together with an expert, we figured out how to write a business letter for different situations and what rules to follow.
What is a business letter?
A business letter is one way to communicate with customers, partners, and company employees.
It is used to convey important information in a specific, established form. For example, a business letter can be used to send instructions for a project to an employee or to remind a counterparty that the contract is about to expire.
You can take a break from work and relax with our games and bets – NCAA football betting at Voltage Bet
How to write a business letter: the main rules
The phrase ‘you are judged by your appearance’ also applies to business letters. The success of communication largely depends on how it is written. Therefore, it is important to format the letter correctly, from the subject line to the attachments.
Business communication:
How to talk to partners without harming the business. Clearly formulate the subject. At first glance at the letter in the mailbox, the recipient should understand what is inside and then easily find it by searching for a keyword.
In official letters, the subject is formulated as an answer to the question ‘What is it about?’: ‘On the implementation of the provision on…’ or ‘On the reasons for the delay in delivery…’. In emails, the subject line should also explain what the letter is about. It should also be concise so that it fits on the screen of the device, especially on a smartphone.
Format the body of the letter correctly. State the essence at the very beginning, and divide the message into paragraphs according to logical thoughts. Do not play around with fonts, highlighting and other creative elements: this will not help to convey the essence better it will only tire the recipient.
If you need to emphasise a thought or structure, use one highlighting option.
If you are describing several projects in a commercial proposal, each one should have a new paragraph. Names can be highlighted in bold if they would otherwise blend together.
Stick to the optimal size. It is important to convey your thoughts to the recipient in full, without leaving anything unsaid, but you need to do so concisely.
The ideal letter should not force the recipient to scroll through it. In other words, it should fit on one screen. Respect the recipient’s time. This is one of the basic rules of business etiquette.
Write one letter for one reason. Do not try to present a commercial offer and invite someone to a forum at the same time. As a result, you may not achieve either goal.
Use the correct style of speech. It varies depending on the type of letter and the communication channel you are using.
In formal letters, use a formal business style. It is customary to write without emotion and to use a lot of passive voice, such as ‘considered by us,’ ‘sent by me,’ and official clichés such as ‘given,’ ‘above-mentioned,’ ‘the fact that has taken place.’
In emails, use a confidential business style. It allows for emotions and references to them: ‘we are concerned,’ ‘I am unhappy.’ Instead of formal clichés, use simple verbal constructions. For example, ‘we have considered your proposal,’ ‘we are acting within the terms of the contract.’
