Tips For Writing Effective Business Correspondence

By Stephen Thomson

Writing a correspondence in business is like shooting at a target. You may possibly hit a target by chance, but it is more apt to be hit if accurate aim has been taken. The main idea of a written communication is to express your thought, and the further idea may be to have the thought produce action. But the action depends predominately on how well the thought is conveyed.

A business letter or correspondence always has a purpose, so if you set out the exact object of the letter, memo or circulars, you cannot go wrong in writing any sort of correspondence. Following points can be used to make your business correspondence an effective tool of communication.

Avoid use of dull and monotonous language while writing a business correspondence:

In general, you glance through the first paragraph of any letter you open. If it grabs your attention by a point in which you are interested, or by a clever allusion or a striking headline or some unconventional style, it is likely you will read at least the next section or two. But if these paragraphs do not keep up your interest the letter will be passed by unfinished. If you fail to give the letter a full reading, the writer has only himself to blame. He has not taken benefit of his opportunity to carry your interest along until he has driven his message properly, point by point.

Keep your sentences short in written businesses communication:

Readers are normally likely to be put off or confused by long sentences. Sometimes, the reader loses the beginning by the time he comes to the end of the long sentence, so keep sentences short in your business correspondences.

Positive language:

You should try, as far as possible, to use positive and affirmative language in business letters..

Give importance to the reader:

While writing a business letter to your customer, you should avoid self-centered focusing on your own concerns or your business and focus on the recipient's needs, interests, or purposes. This "you attitude" or recipient oriented style is very beneficial in winning new consumers and keeping old ones. It does not mean that you must use more of "you" in your business letters, but you should make recipient the primary focus of the letter. However, you should be careful not to overdo anything in your communication to avoid feel of deception, superficiality or ambiguity.

Sincerity of a purpose:

Sincerity means your readers should consider what you want to say. Genuineness of purpose becomes all the more essential in any business correspondence, where primary purpose is to build up the relations with consumers or clients and earn business. Although, the business letter has a materialistic purpose but it also has the personal touch.

Advantage of written business communication:

The communication, if clearly written, will never misrepresent your proposition, plans or any offers and it will reach the prospect just as it left your desk, with the same amount of enthusiasm and freshness. The business letter or any correspondence, once it lies open before the man to whom you wish to talk, is your counterpart, speaking in your words just as you would talk to him if you were in his office.

The idea of any business correspondence is to convey your thought that will set off some kind of action - instantly or remotely. There are two important points for writing effective communication. The first is, you should know what you want to say and the second is, say it. And the saying is a matter of putting one word after another. Writing softwares with text enrichment tools can be used for writing and proofreading business correspondence, emails and letters. More information is available at www.writingeditingsoftware.com on various writing softwares for effective written business communication.

For details on softwares for writing, please visit Writing and editing Software or Writing software for business correspondence website.

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