Business is one of the only sectors in the world that continually sends snail mail for communication. While many are indeed looking towards the future, and utilizing email more often, there are still many companies sticking to the tried and true option of sending a physical document to someone. For those that aren’t familiar with the way business letter writing works, it’s important to remember 4 tips. These tips can help you stand out among the others, especially if you’re dealing with businesses that are slow to adapt to the trendy of technology.

Get To the Point – Do not linger on any one subject, and get right to the point. Your first paragraph should not be full of fluff, but rather should be a shot in the arm of information. Make sure that you are clear, concise, and use a very select amount of words. If you’re longwinded, the reader might dismiss your writing.

Explain With Care – After the opening paragraph, continue to write an explanation of details without going overboard. You don’t need to be an encyclopedia here, but rather limited and again to the point. Further explanation can be given at another time, but in terms of writing a letter, you’ll need to be a bit vague if need be.

Never Forget The Letterhead – Proper business letter writing requires organized letterhead. Do not send a “business” document to anyone without this embedded on the top of the page. If you don’t have this crucial paper addition, then it’s time to upgrade, because it’s a business standard that is not going away anytime soon.

Post Scripts need Limits – Do not write another paragraph in the postscript. The PS section of a letter is for any lone thoughts and ideas. Keep it to one sentence, and try not to make it a run on. This section is not for an additional 5 points; it’s simply there for last minute ideas.

While it is true that business letter writing is somewhat of a lost art form, it’s not hard to craft. You have to know what to do, how to do it, and where to do it. The mail continues to roll on, even while many say that email is the ubiquitous communication device. Yes, technology is great, and it has improved communication for individuals, but when it comes to formal writing structure the Internet has a way of making business speech, informal. That is why it’s important for a business to keep their writing skills up to snuff, because you don’t want to look amateur in light of other businesses that you might be interacting with.

When in doubt, look at templates, ideas and more online. Never assume that you have to be 100% creative in writing, but rather to the point, well structured, and using only the verbiage required for the point you’re making. There’s no need to extend your vocabulary unnecessarily, so make sure you’re not trying to show off your linguist skills, it’s the wrong time.

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Category: Writing
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