Communicating by writing business letters
Well written, easily comprehended, and straight to the point business letters, are written by managers who have thought well, clarified, and filtered their ideas before jotting them down.
Order your thoughts. Think before you write, and write only what you think.
Do you visualize the reader when you write? if not please do so. After all you write for a purpose. Don't you write to get results? Therefore, the first rule in writing a business letter is to visualize yourself as the reader, and see if the message you are willing to convey through this letter is clear to you.
Don't try to write a prolonged letter. Just the necessary, but include all information the reader needs in order for him/her to understand your aim.
Note: It is advisable to fit your letter on one side.
Trying to outsmart the reader by using complicated or ambiguous terms will not help you in getting what you aim at. Avoid abstract terms that may convey obscure meanings. It is preferable not to use archaic words.
The structure of the letter has to be clear in your own mind once you hold your pen to jot it down.
Start with attracting his/her attention by stating the purpose of writing the letter.
Try to engage his/her interest and curiosity to read it all.
Always stimulate action of the reader by requesting him/her to take action upon perusing the letter.
Once done, edit / revamp the letter, and do not be afraid of removing unnecessary statements.
To recap: Plan ahead what you want to convey in your letter. Write the letter in the order you visualize it in your mind without stopping. Re-read it. Edit it.
It is advisable to ask for a friendly critic before sealing the letter.
Happy Communiquette.
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