Adding The Personal Touch To Business Writing Tasks

Good business letter writing was almost a lost art, that is until the introduction of sales commerce on the Internet!

With the commercialization of websites, the speed of electronic mail, voice mail, and faxes, good letter writing has gained even more importance in daily business operations.

A well-written letter that is personalized to the needs of your clients can do wonders for your business and will help to improve the long-term retention of your most valued customer relationships.

Business correspondence does not have to be dry and tedious. In fact, the most effective business letters often touch on very personal matters.

In this day of information overload it is still important to be short and to the point in most of your business correspondence. However, this does not mean that a personal reference and warm tone won't open doors that otherwise might exist.

Along these same lines, it is important to note that when you write a well-prepared business letter you have the potential of exerting tremendous influence over its readers.

Good writers are like good speakers, they are able to build strong relationships using words. Therefore, it is in your best interest to spend time developing your business letter writing skills.

There are basically two types of business letters: formal business letters and informal business letters. Often times, there is a fine line between the two.

Formal business letter writing.

Formal business letters do not have to be all business. Business letters may include one or two personal sentences or even touch on a personal subject.

According to Letitia Baldridge's New Complete Guide to Executive Manners, there are several rules of etiquette that you should follow in your business letter writing.

• Use company letterhead when appropriate. Make sure that you only use company letterhead for business, not for personal matters.
• Use the proper salutation to open your letter. If you have just met someone who is more or less your peer, then the proper salutation would be "Dear Jane".

  If you have just met an executive level person and do not feel comfortable using their first name, use both names to show that you do not want to be too stiff or formal (i.e., "Dear Jane Doe"). If you are a young executive who has just been introduced to a senior executive, do not use their first name in correspondence since it may come across as too aggressive and lacking in respect. Instead use the more formal introduction, "Dear Ms. Doe."

• Use a complimentary closing. For any formal business correspondence, using either "Sincerely" or "Sincerely yours" to close your letter is an appropriate way to close your letter.
• Always sign your letter. Many letters include a typed signature block followed by a handwritten signature. The primary reason for this is that many people's handwriting is illegible. However, it is a serious error in judgment to only include the typed signature. Make sure you include your written signature underneath the typed signature block.

Informal business letter writing.

Informal letters are exchanged by business executives on a regular basis these days. These letters are most commonly used to please the recipient in some manner.

Examples of informal letters include congratulatory letters, complimentary letters, requests for favors, thank you letters, and letters of encouragement.

Letitia Baldridge outlines the basic characteristics of an effective informal business letter in her book the New Complete Guide to Executive Manners. According to Baldridge, good business writing letters:

• Should be brief.
• Are thoughtful, honest, simple and prompt.
• Includes an informal and personal statement immediately following the opening salutation.
• Has a trace of humor as well as a trace of praise in it in regard to the recipient of the letter.
• Refrains from foul or offensive language.
• States the purpose of the letter in the first paragraph.
• Includes everything that you feel is important for the recipient to know.
• Does not include any exaggerations.
• Is interesting in style.
• Is carefully edited.

Overall, both formal and informal business letters are professional letters of the heart meant to build bridges and grow relationships.

By practicing your business letter writing skills, you will find what is most effective for you. In the meantime, consider taking classes in business letter writing to improve your ability to communicate effectively with others.

By growing in this important area of business leadership, you will not only enhance your business relationships, but you will also improve your bottom line results.

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