Five Crucial Steps For Planning Good Business Letters

Five Crucial Steps For Planning Good Business Letters

Remember that your business letter is situation specific. It should, therefore, be carefully planned, keeping in mind all the relevant parameters. You can add grace and freshness to your business letters by planning even routine correspondence. While planning to write a business letter you initiate, you should visualize clearly the reader's interest and the action you wish him to take. On the other hand, in planning a reply letter make sure that you deal with all the points raised. Besides, while writing a follow up letter, make sure that you are much courteous in your writing. However, here are five crucial steps you should follow to plan a good business letter.

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.