How to write a business letter: rules and recommendations
An essential attribute of any business isbusiness correspondence. Employees of each enterprise communicate with colleagues and customers, with suppliers and consumers. In general, the daily routine of any office necessarily includes participation in correspondence.
Despite the fact that the daily majority of hiredemployees at enterprises and organizations send and receive numerous messages, not all adhere to established norms and rules when they are created. It turns out that it is not so simple to write a business letter correctly and correctly. There are a number of requirements and templates used in the world and related to document circulation. They include the rules of writing a business letter, as well as the main points concerning the design.
When writing a message to an outside organization orjust a colleague in the neighboring department, one should adhere to a strict style (with the exception of friendly correspondence, for which there are no such restrictions). Do not use too emotional words, even to describe the whole importance of the transaction or the delight of the tested products. A business letter should be clear, concise and sufficiently restrained.
Start the message from the addressee.If it is intended for an employee of a third-party organization, you should certainly indicate its name, the post of the recipient, and also his / her full name. In the case when the document remains inside the company, it is enough to have a surname with initials (you can add the position held).A business letter to an outside organization shouldto make out on a letterhead (regardless of whether it will be sent in electronic or paper form). If you do not have it, you can simply specify the requisites of the sender in the "header" of the document.
Before you start composing the text, you need tothink over its structure, identify the main theses and goals of writing. In this case, the writing process is much simpler. To finish the letter follows the signature, which indicates not just the sender's surname, but also the position, as well as the name of the enterprise that he represents.
When sending an offer to a potential client or partner at the end, you should certainly express gratitude for your cooperation and hope for further joint work.
In addition to the rules used in business correspondence,there are also recommendations. For example, any document addressed to a particular person should be started with the words "respected" with the full name, not the initials. Do not use abbreviations in letters, for example, write "uv." Or shorten the post of the addressee, his place of work.
The most difficult is the internationalsince every country has its own nuances of communication, and the language in which it is necessary to correspond with foreign partners is not always clear to the originator of the letter, so it is necessary to use the services of translators. Before resorting to the services of such a specialist, it should be clarified whether he knows how to write a business letter in English, or whether it is a banal literal translation. If the foreign document circulation is planned to be maintained permanently, it is better to employ an employee who is fluent in a foreign language in order to compose a business letter on it.
In general, on how the document will be drawn upand how designed, in many ways depends on the achievement of the task. So in any case, do not underestimate the importance of business etiquette when communicating.