If you are writing a professional letter that shares business information or requests employment, you are probably interested to learn about business communication letter writing. Writing a business letter is formal way to share information professionally, and is easy to read, clean, clear, and efficient. Keep reading to find out more about business communication letter writing, to learn some tips on how to design a business letter to fit your needs, and how to write in a way that will have your ideas and needs understood in a professional context.
Why Write A Business Letter?
The main difference between writing a business letter and writing a friendly letter is that the context is very different. A business letter is much more formal than a letter that you might mail to friends or family. Your aim with a business letter is to be cordial, direct, and efficient.
Attitude of a Business Letter
Business letters certainly come across as much more civil and controlled than any other letter writing style. Any requests should be explained politely with sufficient detail so that the request can be met, but with a calm, controlled way of writing that does not seem demanding or distasteful. You should want to write concisely and clearly so that your letter seems polite and understandable. Instead of gratuitous details, superfluous stories, and unrelated tangents, keep your business letter simple, short, and to the point.
When to Write a Business Letter
If you are applying for a job, you should write your cover letter in a business letter format – you cannot trust that your reader (such as a potential boss or a recruiting agent) will have a lot of time to read your letter for details. Instead, present the facts about yourself in an interesting, yet polite, way. You want to convey a respectful attitude and a strong desire to be involved with the company, and clarity will help you express this idea.
If you are sending a package between institutions, businesses, or universities, you might want to send a formally written business letter that outlines the contents of the package, their purpose, and who they should be directed to. A clear writing style that outlines the facts will help make this communication very easy, and the receiving end will not have any trouble understanding the purpose of the package and will have a clear letter to keep in their records.
The style of a business letter makes it possible to aim to impress a client, coworker, or colleague without worrying about building a personal relationship or flaunting lots of personal detail. Aim to describe interesting details with an economy of words, such that you do not ramble and bore your audience. The worst that could happen is that, when skimming, the reader of a business letter becomes bored or confused and does not obtain accurate information from the document.
Business Communication Letter Writing
In the office, you might find yourself sending a lot of impersonal, official emails and letters to other people in the office. Sometimes, this interaction is a balance of being kind, courteous, and professional – but often, especially with colleagues you know, you might want to integrate a bit more of a personal touch so that your tone does not feel condescending or robotic.
Keep the act of finding this balance simple: the more you know someone, the more comfortable you are with them, the more trusting you are with them, and the more often you interact with them, the more personal you are permitted to be.
Remember that sometimes letters written in a business format can be used as company records, or can be searched through by company superiors for information and insight as to what is happening in the office.
Make a great, professional impression on your colleagues with business communication letter writing, and watch your potential as a professional soar.