How to Write a Business Letter That Gets Results
A business letter is a formal communication that is used to convey important information between two or more parties. It could be used to make an introduction, request information, provide feedback, make a complaint, or negotiate a deal. Whatever the purpose, the ultimate goal of a business letter is to get results. In this article, we will discuss how to write a business letter that gets results.
1. Identify Your Purpose
The first step in writing a business letter that gets results is to identify your purpose. Ask yourself, "what do I hope to achieve with this letter?" Once you have identified your purpose, you can then tailor your letter to meet your objectives. For example, if your goal is to request information, your letter will need to include specific questions that you need to be answered.
2. Know Your Audience
Before writing a business letter, it is important to know your audience. You need to understand who will be reading your letter, what their concerns are, and how they prefer to receive information. This will help you to craft a letter that is relevant and meaningful to your reader.
3. Use a Professional Tone
A business letter should always use a professional tone. This means avoiding slang, jargon, or informal language. Your letter should be clear, concise, and free of spelling and grammatical errors. It should be written in a way that is respectful and courteous and avoids any language that could be seen as offensive or derogatory.
4. Be Clear and Concise
When writing a business letter that gets results, it is important to be clear and concise. Your letter should get straight to the point and avoid unnecessary details. Use short sentences and avoid complex words or jargon. This will help to ensure that your message is easily understood by your reader.
5. Use Active Voice
Using an active voice in your business letter can help to convey a sense of urgency and importance. This means using verbs in the present tense and avoiding the passive voice. For example, instead of saying "it is hoped that a decision can be reached soon", say "we hope to reach a decision soon". This makes your letter more engaging and helps to convey your message more effectively.
6. Provide Supporting Evidence
When making a claim in your business letter, it is important to provide supporting evidence. This could be in the form of statistics, references, or quotes from experts in the field. This helps to lend credibility to your message and can make your letter more persuasive.
7. Offer Solutions
If you are writing a business letter that requires action from your reader, it is important to offer solutions. This could be in the form of a suggestion or recommendation for how the issue can be resolved. By providing a solution, you are demonstrating your willingness to work together to achieve a positive outcome.
Use a Call to Action
A call to action is a powerful way to encourage action from your reader. This could be a simple request to contact you to discuss the matter further or a more specific request for action. By using a call to action, you are making it clear what you expect from your reader and increasing the likelihood that you will get the results you want.
Therefore, writing a business letter that gets results requires careful planning, a professional tone, clear and concise language, and a call to action. By following these tips, you can create a business letter that is persuasive, engaging, and effective. Remember to identify your purpose, know your audience, use a professional tone, be clear and concise, use an active voice, provide supporting evidence, offer solutions, and use a call to action. By doing so, you can increase the likelihood of getting the results you want from your business letter.