short words, sentences and paragraphs that are clear and concise.Remember to in your writing As you work on developing your writing ability, you should constantly practice your KISSing skills. Instead of Say I have pleasuring in informing I am pleased to tell you you We do not expect prices to rise We do not anticipate any Please let me know increase in prices I hope to receive a prompt reply I hope to hear from you soon I should be grateful if you would be good enough to advise us Please favour us with a prompt reply Please revert to us soonest 5. Write naturally, as if you are having a conversation. Write naturally and sincerely Show a genuine interest in your reader and his/her problems. I have received your complaint …… Business Letters You did not see ……… We must insist ……… You should not expect to ……… Your refusal to co-operate ……… You have ignored ……. Here are some expressions to avoid in your business writing: Your failure to reply ……. You can be firm or friendly, persuasive or conciliatory – it depends on the impression you wish to convey. Using the wrong tone could offend your reader. This problem would not have The problem may be resolved happened if you had by connecting the wires as connected the wires properly.
Instead of Say We cannot do anything Unfortunately we are unable about your problem to help you on this occasion. You may not achieve your desired objectives.
Even when writing a complaint or replying to one, you do not want your message to sound aggressive, tactless, curt, rude, sarcastic or offensive. It should reflect the spirit in which you put your message across. Use appropriate tone The tone of your message must be appropriate. It allows a refusal to be made without ruining a friendship. Writing in a courteous style enables a request to be refused without killing all hope of future business. Be courteous and considerate COURTESY means showing consideration for your correspondent, showing respect for your reader’s feelings. Your message must meet these essential specifications: ccurate rief lear 2. Remember your Good written communication is when you say what you want to say using an appropriate tone.
#The hidden business letter pdf professional
WEB 20202 PROFESSIONAL ENGLISH 1 Summary- 10 Steps to Good Business Writing 1. Guide the READER towards the RESPONSE you expect, Business Letters and you will achieve the right RESULTS! WEB 20202 PROFESSIONAL ENGLISH 1 THE SEVEN STEPS FOR WRITING GOOD BUSINESS DOCUMENTS DECIDE ON THE PURPOSE OF LETTER Ask yourself why you are writing this letter and stay focused on this purpose DECIDE WHAT YOU WANT TO SAY Only include information relevant to the purpose NOTE DOWN ALL IDEAS IN POINT FORM This is to ensure you have included all relevant points and are not relying on memory alone ORDER ALL IDEAS IN POINT FORM Arrange according to the order of information appropriate for the purpose WRITE THE FIRST DRAFT, USING PLAIN ENGLISH Avoid jargon, clichés, unfamiliar words and long sentences READ THE LETTER TO ENSURE THAT YOU WILL ACHIEVE THE PURPOSE The receiver should be able to respond in the manner intended REWRITE IF NECESSARY Check against the appropriate order of information, details, including grammar and spelling. Ensure your message is accurate (grammar, spelling and punctuation). Use appropriate tone, considering the circumstances, the situation and the recipient.
Use a format that is neat, easy to read and structured logically. Present the document so that it looks good and gives an impression of efficiency and reliability. Choose the method of communication carefully. THE SECRET OF COMPOSING GOOD BUSINESS COMMUNICATION: Whether you choose to write a formal letter, a fax, a memo or an e-mail, remember the following points: 1.
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