Whether you’re a regular business user writing about one of their products or you’re the CEO of a company that sends memos to the accounting department, good writing skills can radically change the way you write.
The first step in writing business letters is to be able to offer professional skills. The easiest way to do this is to choose your words carefully, avoiding backbiting and abbreviations as much as possible. Use good grammar, avoid running sentences, and learn as much as you can with your message. As the saying goes, you don’t get a second chance to make a first impression. It doubles when the first impression you make is made of plain white paper with nothing more than a printed text.
When writing a business letter, it is also important that you type or print content using a computer or word processor. If you do not have full access to either of these, handwriting some letters are acceptable. Whether handwritten or typed, you should also make sure that the paper you use is bright white. While the cloud or the rainbow may get the attention you’re writing about, it’s probably not the kind of attention you want. Keep it simple and clean.
When writing to a company or other business, try to be as specific as possible. Do your homework and find out who your letter should be addressed to. This could mean searching for things online, or it could mean calling and asking someone directly. Although it is not always possible to find out the name of a particular person or persons when you find a name it will probably make a difference.
Which, of course, sounds better: a letter “Mr. Philip Jones,” or one addressed only to the Honorable Sir or Madam, or “to whom it relates”? In particular, “Who cares, when it was once perfectly acceptable, is now considered a bad taste and should be avoided at all costs.”
One final point to consider when writing business letters. Before you send any business correspondence, run it through at least one spell check, if not two. After checking the spelling, read through the letter to check for homosexual words (words that look the same but spell differently), because most spell checkers can’t take words correctly. But misused. When reading, you should look for words or phrases that seem strange or out of place so you can change them before sending a letter.
Remember though, in the end, it’s up to you to find your own style of correspondence and no guide can tell you the “right” and “wrong” ways to write in your personal style. However, if you apply these tips and incorporate them into your writing style, your business and personal writing skills will improve.