To achieve their purpose, your business letters need to be accurate, purposeful and appealing. The letters you send are the first impression someone gets of your company, the equivalent of that crucial five seconds when people first meet. Business letters have your employer’s company logo on them; they represent the company and as such should always maintain the highest possible quality. But more than that, they have a purpose and should be written to maximise their effectiveness. In order to achieve these goals there are a few key rules to apply every time we write a letter.
First things first
Most importantly – since the letters you send represent your employer – whoever you are addressing, whatever the subject, you should ensure that you apply the highest standards to what and how you write. Good grammar, flawless spelling and accurate punctuation are essential, along with a careful choice of appropriate words and phrases and good presentation. Spelling and grammar checks, as well as letter templates, are all at our fingertips nowadays and should be used. Be wary of US spellings of some words and of course, spell checkers will pass misspelt or misused words if the sentence still makes sense, so nothing beats careful proofreading.
Purposeful writing
Before you write anything, be sure that you are clear about the key message you need to communicate. Decide what you want to achieve – it may help to write that paragraph first and build the letter around it. Then ensure that the rest of the letter contains all the information required by the reader to fulfil the purpose of the letter, typically the “who, what, where, when, why and how”. It can sometimes be useful to have a colleague check an important letter to ensure that no essential information is omitted.
Vocabulary
In order to be effective, business letters should use business vocabulary – no slang or conversational expressions. Equally, tired business expressions, cliches and “buzz words” can have a negative effect and should be avoided. If you are writing a letter on a technical subject, consider whether the reader will understand what you have written.
Shorter sentences and shorter letters are the most effective so make your point without any unnecessary words, and in simple language. However, abbreviations should not be used in business letters.
A sentence written in the “active voice” is more engaging than a “passive” sentence and often clearer, inspiring more trust from those who read it. So, rather than stating that “discounts are offered for early settlement” it is more effective to say that “WriteWell Ltd is happy to offer discounts for early settlement”.
Sometimes, turning a statement on its head achieves a more positive sentence. To help your reader, you should offer solutions wherever possible rather than focusing on the problem and, although it may be a challenge, look for ways in which bad news can be turned into good news. Instead of “Unfortunately we will be unable to complete by next Friday” try “We are delighted that despite the difficulties of the project we will be able to complete by”.
Your audience
Know everything you can about the person you are communicating with to help you create an informed letter. Then echo words and phrases used by the person who will read the letter in order to build rapport, and use positive words as much as possible.
A business letter should not be personal, but it should be written with your audience in mind. Picture the person you are writing to in your mind, and think about who they are. To help you choose the ideal language and tone for your letter, imagine the responses of this person as they read what you have written. If you consider your audience as you write, it should be easier to select the right words, set the right tone and offer the most effective incentives.
Rewards
If you are contacting someone who you need to do something for you, always keep their viewpoint in mind and try to balance your request with a reward; show the reader what they will get from the arrangement. If they “owe you one” don’t be shy of bringing it up in a polite, tactful way.
Email
Some emails are quick communications to share information between colleagues, but it is wise to re-read even the shortest email and consider the way it will sound to the recipient before you send; needless offence and minor upset between colleagues can be avoided by taking care over the tone and wording of even the briefest email. Any email that is longer than one paragraph – and especially external email communications – should be written with the same care as a formal letter.
