Your Business letter

Writing effective business Letters.

Without presuming to present the perfect, one-and-only business letter, we will
nevertheless  provide some hints on contents and cosmetics in this paragraph.

Contents

Start your letter with the main message. Do not waste too much time on introductions.

 In the best case, you only get a few seconds to draw someone's attention and to motivate him

or her to read on. Give the reason for or the background of your message. Tell the reader why you are approaching him or her.

Next, elaborate on the key message: give details, precise information, arguments, and, if

applicable, the actions you intend to take.

Do not leave an open ending by saying things like, "We look forward to your reaction" but

finish with a 'closed' statement: "We will, phone you next Friday [give the date] to

discuss your feedback on this proposal".

Cosmetics

A Letter should make an impeccable impression.  It should be neat, without  typing  errors.

Even to this day, business letters are only  very occasionally  written by hand. Having  said

that, a brief, hand-written note to an existing business relation can be functional  in some cases.

Its effect can be to emphasize  the personal, and relaxed relationship between the two

parties. However, serious, professional  business correspondence is in type writing.

Here are some hints for writing an effective business letter.

• ·         Use good quality, clear-white paper.
• ·         Personalize the letter and preferably address it to an individual, along with his or her                            correct title.
• ·         Double-check both the address and addressee.
• ·         Pack the whole message preferably onto one A4-size page, eliminating waste information.
• ·         Spell, out the benefit to the recipient in the heading of an introductory letter or offer
• ·     of a service/product  [ the reason he or she should do business with you, your added value,                your unique selling  proposition ].
• ·         Use short sentences [max 15 words] and paragraphs.
• ·         Avoid overusing the words 'I' or 'we' in your letter.
• ·         Names and personal, words will make your message more active and lively.
• ·         Do not exaggerate and avoid attempts to be humorous.
• ·         Do not forget to state your name and function, and hand-sign with a firm signature .
• ·
•        Consider sending a follow-up or reminder Letter after four weeks.
• ·         Follow-up by telephone within a week.