Writing business letters is a serious skill that doesn’t come easily to all! As crucial as it is, most professionals botch up their expertise when it comes to drafting an official mail. What most of these people fail to grasp is that a business letter is not so much about business as much as it is about common courtesies and business interactions. Business letters coveys tons about your professional demeanor and business dealings, so it’s only good that you pep up your writing etiquette and make the most of it. Drafting business letter is no rocket science. Just having a basic idea of standard writing norms and a clear idea of business letter etiquettes should save you the last minute sweat. Remember, nothing mars your business correspondence more than a poorly drafted, lengthy, and vague letter. If you wish to evade the common business letter bloopers, then reading the following pointers on business letter etiquettes should save your day. Read on to explore more on this.
Etiquette For Business Letters
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When drafting a business letter, make sure to include the right recipient’s name together with suitable titles and honors. Most people, even the expert professionals, bungle when it comes to inserting the right credits onto their drafts. Begin by adding the recipient’s name, address, and date on the top-left of your letter. Use appropriate titles like Sir, Mr., Dr., Reverend etc. followed by their first name and last name. In case, you are not aware of the recipient’s name, its best to begin your letter with ‘Dear Sir/Madam’ and concluding with ‘Yours Faithfully’. However, when responding to a complaint or query, it’s good to respond to a name directly.
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If your letters includes sensitive or confidential information which you wouldn’t like to share with prying mail room clerk or nosey office assistant, then don’t forget to mark the envelope as ‘Private’ or ‘Strictly Confidential’. In the same way, if you receive a business letter from your client or business associate, which is, marked as ‘Private and Confidential’, it is deemed as a good etiquette to respond to their correspondence in a similar vein.
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Drafting a business letter is a serious business that warrants a formal setting. Always keep the tone of your letter subtle and assert a formal tone when corresponding with your business associates or clients. Be direct and precise and keep your content simple. Refrain from using slangs or acting too upfront. Also, don’t forget to sign your letters personally as unsigned letters looks unprofessional and can make you come across as lazy and indifferent.
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When writing business letters, its best to avoid fun or humor altogether. Humor and business letters don’t gel well. Unless you are writing to an old acquaintance whom you’ve known for long, it’s best to sideline your wits for a while and stick to pure business lest you don’t wish to be misunderstood. Humor is open to misinterpretations, so better watch your funny side when drafting a business letter.
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When responding to a business letter, never procrastinate! Any delay or tardiness in corresponding with your client can cast you in an unprofessional light. Try to respond to all mails within five working days. If not, then at least make sure to send an acknowledgement letter.
