2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16
Business letter is one of the most important means of communication in the business world between representatives of different organizations. It is characterized by a strict, precise, formal style.
Business letter
Now, in the age of the Internet, the importance of business correspondence has not decreased, but simply changed media - from paper to electronic - and has become faster. Therefore, it is extremely important for every employee, job seeker, as well as for people in leadership positions, to be able to correctly compose various types of business letters.
Moreover, this partially characterizes him as a professional, expanding career opportunities. Therefore, it is so important for any person who is not indifferent to his career to know the rules for conducting business correspondence and take into account its various types. And the content of business letters, as well as their quality, will depend on the professionalism of the correspondent.
With the help of business correspondence, issues are resolved, presentedclaims, contracts are discussed, valuables and documents are escorted.
Business style
The style of business letters should be precise and not allow for variant interpretation of words. There must be strict official subordination, even if this is a letter to a friend. Repetition (in a limited amount) of lexical clichés is allowed, and even encouraged. As a rule, various types of business letters cover several issues, limited to business topics. The tone is used only neutral, not allowing personal assessments and inappropriate emotionality.
Business correspondence is always official, it is often registered and recorded.
Types of letters
The development of business, information technology affects business writing and its types, forcing it to take on new forms. To date, the following types of letters are distinguished:
- Commercial and business topics. With the help of business solve economic, organizational, legal issues. The volume of these messages is from a few lines to several pages. Commercial solve the problems of selling services or goods and supply. These are requests, offers, complaints.
- Letters requiring a response (such as requests, appeals, requests, complaints, suggestions) and not requiring (contain events and facts already described - accompaniments equivalent to receipts, confirmations).
- There are such d
- Correspondence is considered standard, which contains ready-made forms of documents, samples. Types of business letters presented in this way are called regulated. If the sender writes a message from himself, then it is unregulated.
- When a letter reveals one topic, it is called single-aspect, if several - multi-aspect.
- Separately position the types of business letters that reflect individual information for the addressee: congratulations, thanks, condolences, recommendations, accompaniments.
spruce letters: regular and circular - having one sender andseveral lower-ranking recipients.
Content of a business letter
- Appeal designed to attract attention, interest, establish the level of contact. Appeal can be by position, by last name, first name and patronymic or generalized.
- Introduction to the essence of the letter, clarifying the purpose or reason for the letter, consisting of a description, link, thanks, congratulations, claims, and so on.
- The main part (must have any business correspondence). Types of business letters for various purposes contain the main information, proposals, requirements, invitations, requests, orders. It contains rationales, strictly chronological statements, problem analysis, structured gains or possible losses.
- All types of business letters should have a conclusion, consisting of conclusions, proposals, agreements, refusals, warnings. For example, such: remind, offer, ask, warn.
- Standard closing phrases,designed to set up for further cooperation, time limit, possible refusal. Also, the final appeal is subject to the system of social values and priorities.
Recommendations for writing letters
1. The letter should be literate and easy to read, do not pile up words and use lexical units, the exact meaning of which is not known.
2. All types of business letters should not be too large, it is better to reduce and structure the information as much as possible.
3. In the process of reading, the addressee should feel respect, individuality of the letter, ownership of the topic, positive infusion of the author.
4. It is important in the process of writing to establish agreements on time, terms, conditions of contacts and contracts. This can be done in the form of a list of options or leading questions.
5. A tactful and professional, benevolent tone of the letter is sure to set the recipient up for a positive and quick response.
One of the components of a successful business is compliance with the rules of business correspondence, which makes up at least 80% of all documentation of organizations. Strict adherence to all norms emphasizes the legal value of business letters and ensures the rapid achievement of commercial goals.
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