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Sunday, May 20, 2012

Tips to Write Business Letters

We write a lot of letters as part of our daily work but few of us know the keys to an effective business letter. Too many business letters are impersonal, pompous, wordy and difficult or tiresome to read.

Most business writers use weary and excessively formal phrases. Whenever you write a business letter you create an image of you and your company in the reader’s mind. A good business letter should be easy to read and make you feel eager to read more. It should be clear and to the point, with short sentences and simple words. It should keep to the facts and be easy to understand.

It all comes down to knowing the purpose of your letter, understanding your reader’s needs, and then writing what you need to say simply and clearly.

The best business letters have a conversational tone and read as if the writer were talking directly to the reader.

Keys to effective letter writing

  • Keep it Short – avoid needless words and useless information, stale phrases and redundant statements. Use short sentences and short paragraphs.
  • Keep it Simple – use familiar words. Keep your subject matter as simple as possible. Keep related information together. Use a conversational style and be clear.
  • Keep it Straight-forward – answer the reader’s question in the first paragraph and account for your answer. Keep to the subject and try to use clear examples.
  • Keep it Sincere – answer promptly and use a friendly style. Write as if you were talking to the reader.

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