Business letter writing mainly has two goals
which is to make people understand your words and to get them to act on those
words. When writing a business letter, your efforts must be geared towards what
specific action you want your readers to take. This action can come in form of
buying the product or availing the service, confirming a decision or accepting
a proposal for partnership. To write more effectively and to say
what you mean, you need to make your readers act according to your words
which you have portrayed in your letter.
A business letter is structured and accurate but
it also shows that it is written by a real person. You can add a personal touch
through your clear yet eloquent conversation with the reader. A number of
writers use complex or one-sided language without taking into account the wants
of the reader. For your business letter to stand out and for you to be
recognized, you should definitely use a structure but take the preferences of
the readers into account and choose your words accordingly so that your words
have more depth and meaning.
As a writer, you need to explain what your
letter means. The specific subject matter must be clearly depicted. Individuals
who are reading your letters, faxes, e-mails and notes do not know your body
language, tone of voice or facial expressions for they cannot see you
personally. Your letter represents you: your voice, expression and action. To
get through your readers, you need to write as you speak keeping the reader and
the message in mind. You should write as if you speak at your best. To be more
precise, it is when your words, sentences and paragraphs are more defined and courteous
than your everyday speech.
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