Business letters that get responses

• Use the appropriate letterhead.

  This should carry the company address and the name of the person who writes the letter. In the absence of such a company letterhead, A4 white paper will suffice. The complete postal address of the company and the name of the person who wrote the letter should be clearly mentioned.

• Include the date so the letter can be kept for future reference.

  The date can contribute to the letters urgency.

• Include the addressee.
• Include a reference number.

  A reference number will allow for a time line to be created if needed.

• Use a proper salutation.

  Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.). The last name is more formal and should be used unless you are on first-name terms with the recipient.
• Introduce the letters topic in the first paragraph.
• In the next paragraph, write the subject matter clearly in a simple language and in an unambiguous style.

  Since a business letter is only a tool to get business-things done, brevity is what is expected.

• Be brief and direct.

  Whether you purchased goods or you are introducing your company say what you need and be brief.

• Use the final paragraph to complete your thoughts and summarize the letter.

  Never hesitate to be forceful in your communication. Any lethargic approach will quickly lose attention and patience.

• Use the correct closing.

  'Yours sincerely' and 'Yours cordially' are the widely used forms of leave taking.

• Add your signature in the proper place.
• Check the spelling.

  You can use your computer, but read it over yourself.

• Use a clean and appropriate envelope, preferably with your business' name on it.

  Write the addresses of your addressee and yours in the appropriate places.

• Use enough postage.
• Use a computer to write your letter.
• Use a quality pen to sign the letter.
• Be Responsive.

  If you are responding to or with a letter, address the inquiry or problem. Most of the time, companies rely too much on a handful of form letters to answer all situations. This shows that you do not understand their needs. When you considered you reader as above, you will be able to respond to them.

• Be Personal.

  Letters are written by people to people. Don't address it "to whom it may concern" if it is possible. Whatever you do, do not use a photocopied form letter. Please see how to use a form letter for the proper use of form letter if you have to use it. You cannot build a relationship with canned impersonal letters. But also don't be too informal. Avoid using colloquial language or slang such as "you know" or "I mean" or "wanna".

• Be concise and to the point.

  When writing business letter, explain your position in as little words as possible. Spell out what you can and what they need to do. Use clear and easy to understand language so that any misunderstanding can be minimized. Think before you write. Ask yourself why you are writing? What is it that you want to achieve?

  Use this 5 step process:

  1. List out the topics you want to cover. Do not worry about the order.
  2. In each topic, list keywords, examples, arguments and facts.
  3. Review each topic in your outline for relevance to your aim and audience.
  4. Cut out anything that's not relevant.
  5. Sort the information into the best order for your readers.

• Be friendly, build relationships.

  Don't use cold, formal language. Some people have the perception that when writing business letter, they must big words. To them this is a sign of literacy. Some 'big words' have no substitute, but do use the word correctly. You want the reader to feel like they are reading a letter from someone who cares.

• Emphasize the positive.

  Talk about what you can do, not what you can't. For example, if a product is out of stock, don't tell the customer you are unable to fill the order, instead, tell them the product is very popular and you have sold out. Then tell them when you can get the order to them.

• Stay away from negative words.

  For example, "We are sorry our product was not up to your expectations."

• Be Prompt

  If you cannot respond fully in less than a week, tell them so and say when they can expect a response.

• Check Spelling, Grammar and Facts.

  Always make sure you are 100% correct in spelling, grammar and facts. Use the spell and grammar checker from your word processor. If you are not very good or need more help, get someone to edit the letter.

Warnings

• Do not use abusive language.
• Do not use the word I too often in the letter.