Business letter style
The first step : tone
To writing successful business correspondence is to relax
While business letters will vary in tone from familiar to formal, they
should all sound natural.
Within the limits of standard English, of course, you should try to say
things in a "regular " way
Ex,
As you requested , I am enclosing a check for $ 16.49. √
 to sound businesslike you will end up being more business-minded
sample sentence is not only more personal and friendly; it is also
more
 efficient.
 It uses fewer words , taking less time to write and prepare as well
as to read and comprehend.
As per your request, please find enclosed herewith a check in the amount
of $16,49.
×
 "herewith" and "as per" contribute nothing to the message while
making the letter sound stilted and stiff .
The second step :
attitude
you should also aim for a positive attitude
Even when the subject of your letter is unpleasant, it is important to
remain courteous and tactful
Building and sustaining the goodwill of your reader should be an
underlying goal of nearly any letter you write.
- A simple " please" or " thank you" is often enough to make a normal
letter more courteous.
Ex, we have received your order. → thank you for your recent order
 in place of the impersonal :
checking our records, we have verified the error in your November
bill (×)
please accept our sincere apologies for the error in your November
bill (√)
saying "we are sorry" or " I appreciate" can do much to build rewarding
business relations
# never accuse you reader with expression such as " your error " or " you
failure"
# a more diplomatic
Because you have refused to pay your long overdue bill , you credit rating
is jeopardy (×)
Because the$ 520 balance on your account is now over ninety days past
due , your credit rating is in jeopardy . (√)
Why?
Because the second sentence refrains from attacking the reader personally
( includes important details) it will be read more receptively.
Third step : your approach
Courtesy and tact are sometime achieved by you approach
Ex,
Please accept our apologies for delay
We hope you have not been seriously inconvenienced by the delay .
# The you approach does not mean you should avoid " I " and " We "
when necessary
When you do use these pronouns keep a few pointers mind :
1. Use " I " when you are referring to you self .
2. Use " we" when you are referring to the company
3. Do not use " our company "
Fourth step : "ginder" Language
Once women had assumed a larger and larger role in the workplace, the
words used to describe business roles had to be reexamined. Since, for
example, a "businessman" often turned out to be a woman, more and
more people opted for the sexually neutral term "businessperson.
Fifth step : organization
you must plan in advance everything you want to say; you must say
everything necessary to your message.
a letter must be logical, complete, and concise
# Don't moreover, give your reader more information than is needed
Electronic Mail
What is the E- mail ?
an electronic message sent via the Internet
#While any business correspondence can technically (or
technologically)be sent via e-mail, not all messages should be. Some are
obvious. You surely wouldn't send a message of condolence to a
colleague by e-mail
Notes:
 Do not use " chat room " abbreviation (such as BTW for "by
the way") – they are annoying and not universally recognized
 Do not use emoticons ( such as : a smiley ) they are frivolous
and make your message seem silly.
 Do not use all capital letters- this signifies " shouting" and will
be perceived as offensive.
 Do not "flame" (that is, express outrage) – this will be viewed
as rude and unbusinesslike.
 Do not use a cute or clever signature ( such as BUILT2LAST) –
this is adolescent and you own name would be much more
professional.