Rules of business correspondence
Business communication is never complete without business correspondence. Especially this conduct of business is important in solving immediate problems in a short time, and a personal meeting is not expected. But sometimes the wrong text and semantic design of the letter can call into question the feasibility of cooperation. Today Mirsovetov will tell how not to face such a problem.
Business correspondence in the modern world is a very important type of communication in the environment of commercial and entrepreneurial activity. In fact, this correspondence is in a semi-official format among enterprises of different industries. Meanwhile, business letter should be written perfectly in all senses: from spelling and punctuation to semantic load. Remember in school the teacher often said, “a Diary is your face”? Now, in a business relationship, your face is no doubt business correspondence. And to make it look good, you should read or even memorize the rules of business etiquette in correspondence.
Basic rules of business correspondence
The modern form of business communication has developed about one hundred and fifty years ago in England. It is from there that the rules of etiquette in the preparation of business letters originate. Then, due to non-compliance with the rules of correspondence in the world community, some countries even lost their authority and prestige. Therefore, the clerks were strictly examined all the innovations and regulations to make sure when composing a business letter. Although it is now much easier to follow spelling and punctuation rules thanks to global computerization, it is sometimes possible to make the text of a letter simply unreadable and incomprehensible. Therefore, make communication as easy as possible, but do not cross the line. If the presentation of all the necessary aspects of making the letter too overloaded with terms or simply with a large coverage of topics, it is better to write another clarifying letter. Decorate it like this, the same for all the structure:
The name of the sender.
The date of writing.
Contact details of the addressee.
Introduction (here briefly tell us about the essence of your appeal, specify the subject and purpose of the letter. Ideally just three to five sentences).
The main part, where you should outline all the aspects that you want to discuss.
Conclusion (use in this part of the formula courtesy, that is, the expression of the relationship to the person).
The contacts of the sender.
When writing a business letter, it is best to use the Microsoft Word text editor. Select font Times New Roman, 12-14 size and 1-2 PT line spacing, page number should be specified in the lower right corner. As the world practice shows – this is the best text settings for writing a business letter. Do not forget to use company paper or at least the company logo – this is your business card when sending a printed copy. Treat its design very carefully, because in such a simple way you will emphasize your credibility and individuality. In international correspondence, it is best to write a letter in English as the most optimal for the entire world community. Be sure to stick to the business tone, especially do not use vernacular, because in some cases they can be regarded as verbal aggression. Depending on the degree of your acquaintance with the addressee, use different formations of words in your address that Express your attitude to the recipient. For example, “Dear”, “Venerable” or even “Dear”. As much as possible, divide the business letter into meaningful paragraphs to make it as easy as possible to understand. Use the rule: the first and last paragraph is not more than five lines, the rest – less than eight. Never in business correspondence:
do not shorten the words that go with the address to the addressee (for example, “start of the company” instead of “head of the company”; “UV.”instead of “dear»);
do not contact business correspondence “you” is not only incorrect, but even vulgar;
do not use ambiguous phrases and inaccuracies, also avoid overloading with “professionalism”.
At the end of the prescribed gratitude to the addressee, at least for the fact that he reads your “work”. After receiving a reply according to business etiquette, you must unsubscribe within ten days if the email is printed, if it is not more than 48 hours. Therefore, if you expect a response to your correspondence, check your mail as often as possible, so as not to miss the answer.
How to make a business letter the most attractive
Yes, undoubtedly, after years, how many there is correspondence, already worked out a stable number of rules and norms of etiquette for writing a business letter. But, despite this, as the experience of well-known diplomats shows, now the effectiveness of writing business correspondence began to depart from the generally accepted dogmas. In this regard, new rules for conducting attractive business correspondence have been developed. Mirsovetov chose the most interesting and effective of them.
Rule number one. «Tema.» The first thing that catches your eye when you receive a letter is its subject. Probably, everyone has happened that received in the mail, a letter marked “Re:”, “Offer”, etc. we just threw in the spam folder or removed, so as not to “wash” eyes. Also, each recipient of commercial e-mails, especially when short of time can throw him “into the furnace”. That is why pay special attention to the wording of the topic. For example, instead of “Problems” you can write expanded “Problems of delivery of spare parts to the service STATION” or instead of “Proposal for cooperation” – “Proposal for the development of a joint advertising campaign” and others. the Recipient, even without opening the letter, should be ready for your proposed flow of information and determine at a glance: is it useful to read the letter or is a waste of time.
Second rule. «Greeting.» Could you imagine that you are sitting in a luxurious office, analyzing, for example, a business plan, and then a subordinate breaks in without “Hello-good-bye” puts documents on the table, turns around and leaves. Pretty rough, isn’t it? Also perceived and business letter, in which there is no welcoming and personal treatment. So try to always have one to itself in correspondence with politeness: for my name or just by name, considering your interpersonal relationships. If such data are unknown to you, start the letter with generalized words. Perfectly suited treatment “Dear colleagues”, “Dear partners”, “Dear management of the company”, etc. Or just start the letter with the words “Hello” or “Good day”.
Third rule. «Structure.» It will be very useful if the letter you start with an explanation of where and how you met or started cooperation. This will place the person to you and will be an additional lever of location to you. Next, try to formulate the purpose of your letter in one sentence. If there are many such purposes, it is better to divide the text into smaller sentences to make it comprehensible. Try in the first paragraph to put all the main idea of the letter in a generalized phrase, because the beginning of the text is perceived much better than any other part of it. Also, if you have accumulated to the addressee a lot of questions, break them down. At the end of the letter, Express your hope for further collaboration and appreciation to the recipient. And do not forget to leave your coordinates (name, company name, position and contacts).
The fourth rule is “Files”. Agree, it is much more interesting to cooperate with a person who can tell about himself and his work not only verbally, but also visually guided only by business correspondence. Therefore, try to prepare even the most elementary graphical presentation for a business letter. A lot of time for its production you will not leave, but what will be the effect. Also, when adding the attached files do not forget to sign them correctly. For example, instead of “Resume” correctly “Ivanov I. I. Resume for a journalist.”
The fifth rule is “All right.” Carefully follow the methods of self-expression. For example, sometimes in business correspondence there are even “smileys”. From the point of view of the same respect to the addressee, they are inappropriate and their use may cause your addressee dislike when communicating with you. Also, do not use expressive and affectionate expressions. When making a business letter, the main thing – do not overdo it with its memorability, because the memory is postponed not only good but also bad.
Finally, Mirsovetov recommends starting correspondence only when there is an urgent need. Remember, the main rule of the business world – do not waste time.