To be an effective writer and get your word
across to a large number of individuals, you need to follow these 10 business
letter writing tips.
- Review the Words
As a writer, you need take into consideration
what you want the reader to understand so that he or she can take the essential
action. For that, you need to review your letter and take out any unnecessary
words that does not help the reader. You need to avoid repetition of words or
statements and be specific on what aspect you would like to emphasize.
- Be Goal Oriented
Your words maybe concise but they don’t need to
be incomplete. You need to make sure that your letter has the important
information to achieve your goal. It tells the readers what they need to know
to take the desired action. You need to come across as tactful and polite for
them to read your letter completely and give you an appropriate response.
- Utilize Action Words
Adjectives and adverbs have the ability to
enhance the content of your letter but nouns and verbs gives body to your
words. They are what makes your readers believe in you. Instead of using a lot
of descriptive words, it is better to use a few of them and back them up with
actions words so that the readers are assured of your commitment.
- Use Active Voice
When you us an active voice, the reader believes
that things are happening. It makes the reader feel important for without their
approval, consent or presence, the task is not possible to complete. If you
choose to use passive sentences then the reader believes that things are done and
people have already acted upon it which makes them feel unnecessary. By using
active sentences, the reader can act and the writer can interact.
- Be Concrete
Write as if you are conversing with someone. But
instead of being more casual, you need to be more distinct, precise and
concrete. At the same time, your tone of voice should be courteous to grab
their attention. For the readers to understand you, use the simplest everyday
language and avoid abstract concepts. Every idea or proposal of yours need to back
up with an example so the readers can trust you and you can gain credibility as
a writer.
- Grab Attention
Make your writing short yet sharp. It should be
direct to the point but it shouldn’t lose the meaning. To make your work more
interesting, links two or three sentences together with commas, semi-colons,
dashes and other compound words. By doing that, your sentences will not look
alike and the reader will be enticed to read the whole business letter.
- Focus on the Readers
Write to your readers and make them part of your
conversation. You need to remember that they are not children that need to be
explained each and everything but smart adults who are uninformed. Through your
letter, they will be guided and they can act upon your words. So focus on your
target which are your readers and give them what they require.
- Be Positive
Use positive words to attract the readers. They
attention is not dependent on your mode but tone of voice and positive use of
words. Negative statements like “don’t,” “wont,” “shouldn’t,” “not,” and many
more make the readers disinterested with what you are trying to portray. By
using an optimistic language you make them feel that there is hope and what
they are reading is actually worth considering.
- Make it Believable
To make your letter believable and
understandable, you should make use of a precise technique and clear facts. You
can refer to books which will help you write correctly by ensuring your
spelling, grammar, formatting and punctuation. The facts are basically
presented by you and the letters are the records of your discussion with the
readers. Therefore, for your letter to be believable, use writing techniques
that are commendable and facts that are believable.
- Be Distinct
A good business letter is clear, concise and
distinct. It is concrete and not open to interpretation. Your letter is not
intended to be a mystery story, novel, play or poem. Therefore, keeping
suspense, using too many descriptive words and adding a whole lot of
information is absolutely pointless. You need to write what you mean. Your
sentences or statements should only say one thing since you are conveying one
message through your letter. If you do that then the reader understands you and
your work is a success.
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