How to Write Business Correspondence

Over the years, writing has evolved into one of the most powerful and credible means of personal and professional communication. In any form of writing, you need to get your message across to the recipient clearly and effectively. When it comes to writing business correspondence, the rules doesn’t change either. Business correspondence or business letter can be defined as a written communication between the sender and the receiver. It is a means through which ideas, messages and thoughts are exchanged proficiently. Here are some instructions that will help you to learn how to write business correspondence efficiently:

  • The first thing you need to do is to set a goal. Ascertain what you intend to achieve with your business correspondence before you begin writing on your notebook or computer. Do you want to make a proposal? Ask for a hike? Intend to seek a co-worker’s help in a project? Whatever be the goal, you must have it clear in your mind before beginning to type it out in order to avoid any kind of confusion in the recipient’s mind
  • It is always advisable to write a brief and precise outline before you begin jotting down the actual business correspondence. The outline must be clear and compact enough to act as a guide to make sure that you write everything that you have been planning to write in the correspondence
  • Always consider the recipient while writing a business correspondence. It is obvious that the kind of language that you use while talking to your co-workers or friends is always different from the way you communicate with your big boss or elders. You might have a sound sense of humor, but be careful while using it in a business correspondence, for your boss might not get the joke at all and end up getting offended. When it doubt, it is always smart to play subtle and act formally
  • · Words can create wonders but can also prove to be extremely dangerous if used with malicious intent. If your business correspondence concerns a news or declaration that is negative, it is advisable to begin your writing with a positive note and then drop the negative missile followed by a positive ending. This process will balance out the overall negativity of the correspondence. Let’s consider an example. We are glad and honored for many years of collaboration with our company. However, we regret to inform that we cannot continue working with you anymore due to professional reasons. We wish you all the success and hope to resume working in the near future
  • While writing your business correspondence, avoid complexities and always use simple sentence structure. Use active voice (noun-verb) rather than passive voice (verb-noun). Active voice helps in clear, uncluttered and direct writing. Use adverbs and adjectives only when necessary
  • Short is always sweet. No one really has the time or patience to read a lengthy boring note. Try to keep your correspondence short and smart to create a better impact. If at all you feel the you need to write more than a page, then divide the content into sections and if possible delete some information
  • Avoid using jargons. Being simple and direct is best for the business and at any point of time one-syllable words are far better than ten-syllable ones
  • Use words like paradigm, synergy, collaboration, among others, to create an instant impact on your readers. These words will help you get your point across effectively and create a long lasting impression on the reader’s mind

Follow these simple steps and you shall master the art of how to write business correspondence. Things will get easy if you keep it simple and direct. Remember to always keep copies of writings as evidence in case any problems arise in the future.


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