Business Style How to write a business letter appropriately without too “business-like” (By Andrea B. Geffner)

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Business Style How to write a business letter appropriately without too “business-like” (By Andrea B. Geffner)

Second to grammatical correctness, appropriate business style is substantial. However, too ''businesslike” style indicates that you are an inexperienced writer. PPT by Indah Lestari for business English subject

Tone It is true that the tone of business letter must be formal, but it also has to sound natural. Try to compare the sentences below. As per your request, please find enclosed herewith a check in the amount of $ As you requested, I am enclosing a check for $ The first version sounds stiff with the expressions such as "herewith" and "as per“ The second version sounds more efficient and fewer in words. And the most important, it sounds natural without losing the formality. You’d better use this version.

Outlook While striving for a natural tone, you should also aim for a positive outlook. Even when the subject of your letter is unpleasant, it is important to remain courteous and tactful. Try to compare the sentence below. We have received your order. Thank you for your recent order. A simple "please" or "thank you" is often enough to make a mundane letter more courteous.

Saying "We are sorry" or "I appreciate" can do much to build rewarding business relations. NEVER accuse your reader with expressions like "your error" or "your failure.“ Try to compare the sentence below. Because you have refused to pay your long overdue bill, your credit rating is in jeopardy. Because the $520 balance on your account is now over ninety days past due, your credit rating is in jeopardy. The second version sounds more diplomatic because it refrains from attacking the reader personally (and also includes important details), it will be read more receptively.

-ING form should NOT be used to conclude a letter. Looking forward to your early reply. Hoping to hear from you soon. Thanking you for your interest. It should be We look forward to your early reply. I hope to hear from you soon. Thank you for your interest.

The "You Approach" Your letter should be reader oriented and sound as if you share your reader's point of view. It is called the “you approach” style. Try to compare the sentence below. Please accept our apologies for the delay. We hope you have not been seriously inconvenienced by the delay. The first version is perfectly polite, but the second version lets your reader know that you care.

When you use pronouns “I” or “we”, keep a few pointers in mind: 1.Use "I" when you are referring to yourself (or to the person who will actually sign the letter.) 2.Use "we" when you are referring to the company itself. 3.DO NOT use the company name or "our company,“; it will sound stilted.

Organization A good business letter must be well organized. Follow these steps before you write your business letter Jot down the main point you want to make; List all the details necessary to make that point; these may be facts, reasons, explanations, and so on; Write the main point and all the details into the letter in logical order. If you've said what you have to say in just a few lines, don't try to fill the letter out. Don't give your reader more information than is needed.

Thank You Please download the exercise.