What are the things to remember while writing a business letter?

Here are the 10 things to remember while writing a business letter.

1. Don't talk like a machine: 

A business letter is primarily a means of communication and hence it definitely calls for being warmer. Thus you must make sure that your letter does not sound mechanical as it may affect the future transactions carried out between the two individuals or the organizations. Instead the letter must be addressed more personally and in simple language.

Example:
Incorrect method- The Company will give a demonstration of its new grinder at the benefit of the customer.
Correct method-We are glad to make a demonstration of our new grinder at the time and venue convenient to you.

2.  Display a 'You' approach: 

It is advisable to be more reader-oriented while writing the letter as the letter may fail to communicate and may not serve the purpose. It should be written from the point of view of the reader in order to enhance a smooth relation with the reader. Example:

1.  Thank you very much for placing your order with our company’s product.

2.  We are glad to receive your request for…

3.  We are glad to help you with your enquiry about…

3.  Be courteous and considerate: 

It is very important to be courteous and considerate towards the reader for effective communication. But this does not mean that you have to be unprofessional. Moreover, courtesy and considerate expression would lead to the good will of the organization.
Example:
Incorrect method -We cannot do anything about your problem.
Correct method- we have received your complaint and we will look into it in a short while. However, we regret at the in convenience …

4.  Don't blame the reader:  

Most of the business situations dealt in a business letter may not seem to be pleasant. Therefore as a golden rule, it is advisable that we should not dash off a letter when we are furious and agitated. Even after having received a letter that is full of accusations, complaints, and charges it is important that we keep our cool. If we are to blame for any problem it would be better to openly confess your mistake. In case we are needlessly blamed try explaining in a calm way to the reader where the fault lies and how it can be avoided in the future. In no way should we find faults with the reader or blame him/her for any mistake. Find out from the given example of how by avoiding hurt, we can help ourselves as well as the reader:

* Incorrect method -You have not sent us a copy of your identity proof for further transactions.

* Correct method –We are sorry to let you know that we have not yet received a copy your identity proof. However, as per the policies of the company no further transactions can be done.

5. Avoid being negative: 

We have to be very careful while wording a letter. A well intended message can lose its impact because of the negative tone and verbal structure made use of by the writer. Hence, avoiding a negative approach and replacing negative verbal structures with those which sound positive or neutral must certainly be practiced and made use of while writing business letters. Here is an example of how the message can be communicated without sounding negative or dejected:

Incorrect method- Despite our repeated reminders your cheques have not been received by us Correct method- We regret to inform you that despite our repeated reminders we are yet to receive your cheques.

6.  Be natural and precise:  

Business letters are usually seen written in a style that sounds artificial, unnatural, and full of technical jargon. This makes the message unclear. We need to understand that professionals deal with a large number of reading assignments and hence, reading unnecessarily long-winded, confusing, or verbose letters would be ineffective. Therefore, you must avoid writing sentences which are characterized by jargon, redundant expressions, or artificiality of some sort. 

Example: 

Incorrect method- There is immense pleasure in letting you know the fact that… 

Correct method- We are glad to inform you that…

7.  Be simple and specific: 

Lack of clarity in a business letter sometimes leads to unnecessary confusion and controversy. It is better to write in a simple, direct, and specific style. Therefore, while writing a business letter, ensure that the letter is correct, complete, and clear in every respect. 

Example:
Incorrect method- A cheque for the particular amount has been sent to you.
Correct method- A cheque for Rs 1,25,000 has been sent to you.

8. There should be a careful distinction between 'I' and 'We' Personal pronouns (I, we, and you) in business letters. 

While writing business letters, it is perfectly appropriate to refer to yourself as I and to the reader as you. You should be careful when you use the pronoun we in a business letter since it commits your company to what you have written. When stating your opinion you may use I whereas when presenting company policy, use we. 

Example:
Incorrect method- I am ready to sign the contract once the terms and conditions are mentioned.
Correct method- We are ready to sign the contract once the terms and conditions have been mentioned

9. Judicious use of the active and passive voice: 

The use of passive voice not only makes your writing dull but can also be ambiguous or overly impersonal. However, passive voice is sometimes necessary particularly when the action required is more important than the agent. Bad news or accusation is better to be presented in passive voice. Thus, both the active and the passive voice have their own use and should be chosen carefully. Example:
Incorrect method- We have not received your payment yet.
Correct method- Your payment is not yet received by us.

Prefer using active voice for expressions such as these:
Incorrect method- We are thankful to you for the continued cooperation you have shown.
Correct method-Thank you very much for your continued cooperation.

10.  Avoid using clichés and jargon: 

Using clichés (a phrase that is overused) and jargon (special words or expressions used by a profession or group which is difficult for others to follow), particularly in a letter makes the letter sound dull, routine, and repetitive. Since both the beginning and the ending of a letter require strong, positive, and emphatic structure, using clichés and jargons at the beginning or towards the end of a letter is likely to make it sound weak and ineffective. Given below are some such expressions which need to be avoided:

1. The writer begs to acknowledge the receipt of...
2. The favour of your early reply will be appreciated by us.
3. Enclosed please find herewith...
4. Awaiting the favour of your early reply.
5. Assuring you of our best possible services and attention at all times.
6. I have the pleasure of informing you...
7. Please be good enough to advise us further on this.