Two factors that define the style of a business letter: the appearance and content. Appearance refers to the general appearance of a letter, which is mainly the result of the format of a letter, while the content refers to the message contained in the letter and the author’s choice of words.
The Charter Business and content
Choice of words affects how the recipient receives the writer. For example, the words to determine if the reader will consider the writer does not “current, detailed and pompous” or “modern, serious and down to earth” (Zimmer, p. 330). Consequently, a business letter can not convince or persuade the recipient that the sender is the best person that you do business.
Ensuring that a draft letter for the professional image you want, writers should avoid the following:
• In date expressions and slang
• Redundancy
• fancy words or jargon
• Verbosity
• Written undetermined
• Inconsistency
• Incompleteness
Current use in expressions Business Notes
Fashions change, music changes, technological changes, and similar expressions, even on what is considered appropriate communication. Therefore, the authors need to avoid expressions obsolete, for example:
• Instead of using “under the” fair use “.
• Instead of using “using” like “because” or “.”
• Instead of using “current” use “now” or “Today.”
• Instead of using “business” used “the”, “relative” or “high”.
Furthermore, authors should avoid jargon, slang expressions never make a good impression, especially in communications company.
To eliminate redundancy in business letters
The term “dismissal” refers to the duplication of what has been said, for example, is repeated from one to speak, “he continues,” as “continuous” further measures. Some more examples of redundancy are:
• “new beginning” for “beginner”
• “becoming” rather than “converted”
• “all together” instead of “collaborating”
• “Connecting to” instead of “Connect”
• “practices” rather than “practical”
• Experience “past” instead of “experience”
• “Enter” instead of “enter”
Use plain language in business letters
There are people who believe that the lack simple and daily energy and should be replaced by an elegant style, which means more words. However, the greatest words are not necessarily better, especially in business communications, as the target of a letter is to convey the message in the most efficient and concise as possible, not to demonstrate extensive vocabulary of a writer.
So, writing a business letter, people should avoid using their imagination or longer words, where simple words that convey meaning as well. For example, as pointed out by Zimmer, instead of saying “I’ve changed, and to correct errors” or “shop and all their belongings were sold, you should simply say,” I corrected the mistakes “and” Shop and l ‘furniture has been sold “(p. 332).
Since language is the jargon that is specific to a particular profession, their use may also miss it, although it depends a lot on the subject of the letter and the recipient. For example, if the letter is addressed to a member of the same profession and therefore familiar with the terminology, then it is right for the writer to use these terms.
Other guidelines that companies letter writers should consider are:
1. Avoid wordiness: Time is a precious commodity, and most people have no desire to go through an entire paragraph to find the meaning of the writer. Once again, people should never be so sudden as to seem rude or Curt. They must, however, makes no mention of speaking, irrelevant and even fight for brevity.
2. Avoid writing non-specific: people should think about what to say before you put your ideas on paper, asking: “If the receiver knows what I mean? You know who I mean? If the answer is no, then you must make points advantage.
3. To avoid inconsistency: A player should not have to guess how the thoughts of the writer are connected, both authors are aware of the use of transitions, or “connecting words” for the connection of ideas. For example, they use words such as’ example, however, on the other hand, a consequence that, furthermore, etc.
4. Avoid incomplete because they fear may be detailed, some people make the mistake of being too short and therefore often omitted vital information. For example, as pointed out by Zimmer, a writer can know all the details of a purchase order, but since the reader can not have this information at hand, then he or she must spend time to find the ‘information required.
In short, business correspondence makes an impression, positive or negative, both the issuer and the company he works for is the person, if the employers to write letters that make a good impression, d ‘to be constantly aware the message is transmitted by word choice.
Readers who have found this article interesting, you may also enjoy reading the following:
• communication skills Business
• Effective Business Communication and Memos
Reference
• Zimmer, Kenneth Camp, Sue (1990) College English and Communication. New York: McGraw-Hill.
Incoming search terms for the article:
effective business letter and communicationRelated posts:
{ 1 comment… read it below or add one }
I normally don’t take the time out to thank people when i read their information but this was really informative.
I look forward to reading more on your blog.
Thank You.