Writing a Formal Business Letter |
The secret of
writing a good and formal business letter lies in using simple and plain
business language as if you are going through a written conversation. What you
need for this is to use a courteous style and convey your message in a natural
way. Alongside, you have to
ensure that your message is maintaining a logical flow. Writing a formal
business letter does not mean that you have to be too formal in your writing. General
business practice encourages you to adopt such a balanced style that is not
informal or too formal.
While writing
a formal business letter, you must ensure correct grammar, spelling, and
punctuation in your writing and structure the sentences correctly. You have to
keep in mind that you are dealing not only with a person but also with a
situation. You have to use your maximum effort to transfer your thoughts and
ideas properly from one person to another. The format you
choose for your letter and the approach and tone you use in your letter indicates
your taste and personality to the person who receives it.
So, you have
to remain careful about the reaction of your recipient. The best way to check
how the recipient of your letter reacts is to put yourself in the place of the
recipient and imagine their reaction on it. If you pay close attention to the
recipients' needs, problems, interests, and wishes and apply your best effort
in your letter to deal with the specific situation, you must be able to win the
heart of your recipient.
Here are some
tips given below so that your effort to write a formal business letter can be
successful and you can stand out from others in case of writing a formal
business letter. On the other hand, if you want to become successful in all
business communications; you must go through the whole writing presented here.
Avoid
Century-old Expressions
Instead of
using stilled and formal language, you should use a natural and relaxed language;
and by this way, you can demonstrates your efficiency as a communicator and
enhance your corporate image.
Avoid
century-old expressions like 'I would like to bring your attention', 'kindly be
advised', 'I am writing to advise you', and 'please be informed'. Instead, try
to put some thoughts and feelings, and some personality in your writing.
Do not write
|
Write
|
(i) As
spoken in our telephone today
(ii) Please
revert to me to the soonest possible
(iii) I
refer to your letter of 20 June, 2014
(iv) Should
you require any further clarification, please do not hesitate to contact to
the undersigned
|
(i) Thank
you for calling me this morning
(ii) I hope
to hear from you soon
(iii) Thank
you for your letter of 20 June, 2014
(iv) Please
give me a call on 01716054707 or mail me at kamrul.ju@gmail.com if you have
any questions
|
Avoid
Long Expressions
Long sentences
and long paragraphs only confuse one rather than impress one. Instead of saying
'I should be very grateful', you can say 'please'. Instead of using words like terminate, commence, endeavor, and purchase,
you should use short words like end,
start, try, and buy. Always use
simple expressions in your business writing because short words, short
sentences, and short paragraphs that are lucid, clear, and concise are easy to
remember.
Be
Active, Not Passive
Instead of
using passive voice in your writing, always try to use active voice. Using
active voice you can make your document more alive, more personalized, more
interesting and clear, and much more focused.
Do not write
|
Write
|
(i) Sales of
X501 have exceeded all expectation
(ii) The
cause of your complaint has been investigated
(iii)
Arrangements have been made for a repeat order
(iv) The
meeting will be conducted by Mr. Khan
|
(i) X501 sales
have gone sky high
(ii) I have
looked into the matter
(iii) We
have arranged for a repeat order
(iv) Mr.
Khan will conduct the meeting
|
Avoid
Using Colons
There are some
people who are interested in putting a line of colons in their business
writing. I do not see any benefit of their doing so. Using so many colons makes
their documents so cluttered and messy.
Do not write
|
Write
|
Date : 28 June, 2014
Time : 9.00 am to 5.00 pm
Venue : Sheraton Winter Garden
|
Date 28 June, 2014
Time 9.00 am to 5.00 pm
Venue Sheraton Winter Garden
|
Attention
Our great
ancestors used to write the attention line in full (For the attention of......)
as they used to direct the letter to the desk of a real person. They did not
use to write personally to that person. They started their attention line with
'Dear Sirs', and their writing was very formal and passive. It seemed that they
used to write a real individual, instead of writing to the company as a whole. We
rarely need it today.
Today modern
writers suggest (in personal letters) to incorporate attention lines with
personal salutations such as 'Dear John', 'Dear Mr. Hasan'. So, let us put the
attention line in the recycle bin and return it to the last century where it
belonged. If you want to use a personal salutation in your writing, and if you
know the person you are writing to, please incorporate the address name and
title into the address section of your letter.
Do not write
|
Write
|
Attn : Mahmudul Hasan
Summit Group
of Industries Ltd.
18 Karwan
Bazar, Bangladesh
|
Mahmudul
Hasan
Summit Group
of Industries Ltd.
18 Karwan
Bazar, Bangladesh
|
Avoid
Keeping Space over Title for Signature
It is really a childish matter to keep a line
over which you are supposed to sign your name. Even you need not think of the
matter where to put your signature. A space between 'Yours sincerely' and your
name/title is enough, and you should put your signature just over your title.
Keeping space between your signature and your title is unnecessary. Cluttering
in your business writing must be avoided. In this case, following is the best
practice.
Yours sincerely,
Mahmudul Hasan
Managing Director
Avoid 'Thank you' at the
End of Your Letter
There are so many people who prefer to write
'Thank you' at the end of their message. For what "Thank you'—really I
can't understand. Is it for reading your letter? I strongly believe it is
nothing but wasting time and printer ink. Please, stop it! When you are
courteous enough throughout your whole communication, you need not keep saying
'Thank you' over and over again only for the reason that someone read your
letter or email.
Living in today's fast-paced world, you need
not use yesterday's old-fashioned and long-winded jargon. Please come out from
the clichés which our great grandfathers would use for decades. Using a
natural, friendly, and relaxed style, you can put some life into your business
writing. Use such a style in your business writing that is interesting,
stimulating, and proactive. If you want to do so, you must put some life-blood
into your presentation. Your writing should reflect your personality. This is
2014, not 1914! Thank you.
CHECKLIST
Ø Select the
best way of communication carefully.
Ø Develop the
document thoughtfully.
Ø Present the
document in such a manner that it looks neat and clean.
Ø Make sure your
document gives an impression of efficiency, professionalism, and reliability.
Ø Choose such a
format that is aesthetically pleasing, easy to read, and logically structured.
Ø Choose
appropriate tone, keeping in mind the situation and recipient.
Ø Make sure that
the grammar, spelling, and punctuation in your letter are accurate.
Ø
Review
your letter, and reduce fluffs if there is any.
You have an interesting blog. thanks for sharing. I enjoyed reading your posts
ReplyDelete