When writing business letters, it is of the utmost importance that the contents be tailored to fit the target audience. There are two types of business letters: Business to Business and Business to Consumer, with Business to Business being the most common. Generally, business letters are written in a formal tone. However, Business to Consumer business letters are much more likely to adapt a conversational tone. Learning to compose a business letter that will properly convey the initial message is essential to its success.
The Seven C's of Business Letter Writing
Effective business letters are built upon a foundation of the seven C's. The seven C's are: Clear, Concise Correct, Courteous, Conversational, Convincing, and Complete. Implementing the seven C's will result in a business letter of professional caliber. Here's how to implement each of the seven C's into your business letter. Clear & Concise: don't try to be clever. Cleverness isn't usually delivered in a clear and concise manner. Most attempts at cleverness simply confuse the reader and drag the word count along to exaggerated numbers. Cleverness is for copywriting, not business letters. Correct: Don't falsify information. Courteous: Be professional. Don't write the letter as if it were going to be delivered to your college beer buddy. Remember, you are writing a business letter. Conversational: Write how you speak, while remaining professional. Convincing: Persuade the recipient to support your point. Complete: Cliffhangers are for movies, not business letters; be sure to see your point through from beginning to end.
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Getting the Tone Right
The mass of business letters should be written in a formal tone. However, formal is not synonymous with cold. Many business letters don't make a large enough impact, because they fail to captivate the recipient. Craft your business letter in a tone that communicates that you understand that the person reading this letter is indeed a person, while still maintaining the proper dose of formality.
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