Five Crucial Steps For Planning Good Business Letters |
Fix
Specific Time For Handling Your Correspondence.
After entering the office in the morning, your first and foremost duty as
a smart executive should be to look at the day's mails. You should as early as
possible sort out the letters which need immediate attention. You should
immediately answer only those letters which need not collect information from
other sources. You should also put aside the letters which need to collect relevant
information from other sources. The first hour in the morning is perhaps the
most suitable for writing letters as this time helps you to work
uninterruptedly and with a fresh mind and full concentration.
Identify The Purpose Of Your Letter.
Put in your letter as early as possible the most important information
what your correspondent is most eager to know. For example, if you write a
letter in reply to an enquiry, you should write it in the very beginning of
your letter:
Thank you for your letter of 15 August, 2014. We
are glad to know that you are interested in our 'Newsletter'. We are putting
you on our mailing list and you will receive all its issues regularly.
Gather All Relevant
Information.
At times all the relevant information may not be available in one file and
you may have to look through several files and documents. It may need to seek
help of other sections or departments in the organization. You may do so by
writing an internal memorandum or by telephone. Tap all the relevant sources
and collect the necessary information.
Arrange All Materials
in Logical Order.
If necessary, draw an outline of your letter. If your letter is in reply
to another, make a note of the points in the margin in the order in which you
are going to deal with them. If the matter is complex, you may even prepare a
quick rough draft.
Use the Right Tone in
Your Letter.
Ensure that your letter possesses all required qualities. Consider not
only the reader's positive interest but also think about possible objections and
questions that may be raised. For instance, if you make any mistake, you should
admit it and express regret sincerely. If the other party suffers from any financial
loss because of your mistake, you should offer them proper compensation. Be courteous
in saying 'no' to a request, and be especially polite to an angry
correspondent.
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