Acknowledging the importance of business letter in the corporate world can bring significant value to the growth of a company. An engaging business letter plays a pivotal role in serving as a formal mode of communication between people. It offers extensive information related to business matters and reference material which helps in improving company productivity.
A successful business relationship is established by effective communication, and an intriguing business letter is key to this relationship. It assures the business in understanding the needs and objectives which lead to smooth operations and transactions between companies.
Tips for Engaging Business Letter
According to statistics, each day, more than 200 billion emails are sent across the world. This is an enormous number reflecting the need for communication in business.
Engaging business letters can help to acquire big contracts, getting a promotion, resolve a dispute, and expand the business to new markets and others. On the other side, weak business letters may bring loss to company or losing a job for not performing up to the standards.
Here a list of some practical and convenient tips is briefly discussed for effective business writing.
1. Know the target audience
This is the most crucial aspect of writing an effective business letter which values to paying attention to the target audience. Each recipient of a business letter has a different mindset and mental approach. The thinking of a sales supervisor would be different from a human resource manager. Each designation has its tasks to accomplish and need to know things important for their objective.
A business letter can play the role of a mediator for a company; therefore, it must recognize and engage with its audience. It must be kept in consideration the recipient’s main concern by fulfilling its needs and desires. If a letter is about the sender, such as an employee writing to a manager about the promotion, then it must relate the writing with the intellect of the manager.
2. The composition of a letter
In general, every business letter has a specific composition which needs to be followed in order to create a positive impression on the receiver. This includes an introduction, a body, and ends with a conclusion. The introduction mentions the subject and objective of writing the letter. The second part, “body,” provides complete details and idea relating to background, current status, and future plans about the subject matter. The final part, “conclusion,” brings an end to the letter by mostly emphasizing a CTA (call to action) for the recipient.
The business letters are supposed to be formal and composed in nature, but at times they can be informal to some extent to keep the reader engaged to the topic. It must not be similar to writing a casual letter to a friend or family, but rather a well written and well-drafted letter.
3. Clear and easy to understand
According to statistics, 57% of employees mention that they are not given clear guidelines, while 69% of managers do not feel comfortable in communicating with their employees. These stats indicate the absence of straightforward communication within an organization. The same dilemma goes with writing a business letter or corresponding to other companies in general.
The best approach to write an appealing business letter is to remain clear and easy to understand. This will avoid any misunderstanding or miscommunication, leading to a dispute between sender and reader. Many business letters (or emails) are overlooked without being read just because they seem complicated. Therefore writing in a conversational style and short sentences can grab more attention of the reader resulting in engaging the attention.
4. Use strong and active phrases
The use of strong and active phrases is recommended by experts to get immediate attention from the reader. The indirect and passive mode of speech does not create a striking impression. Thus, no positive and encouraging response is received by the other side. For instance, “our product can bring an improvement in the process remarkably” is passive. “Our product will bring a remarkable improvement in the process” is active.
The business writing must reflect determination and certainty, which would push the reader to take an interest in the content of the letter. If required, use of facts, statistics or figures and sharing testimonials can be mentioned in the letter. It brings more weight to the performance backed with proof urging the reader in taking necessary action.
5. Keep word count in limit
In today’s fast-paced business world, no one has time to read all the emails. As mentioned above, there are more than 200 billion emails sent every day. Out of these, only one third are opened. So one can imagine, if the letter or email has 300-400 words or more, nobody is going to read it. Therefore, the letter has to be concise and relevant to the subject matter only. Use of lengthy sentences or topics which are insignificant must be avoided to minimize the word count.
In business, it’s not about writing poetry or literature; rather it must be specific and targeted to business-related subjects only. The central idea of the letter must be determined before writing it. Hence the letter must be focused on that particular topic, so that word count remains in a limit.
6. Grab complete attention of the reader
There are multiple ways to grab the attention of the reader. Use of headlines is the best way to inform the reader something which is the critical point of the letter. For instance: our product won the consumer’s best choice award by online voting held last month. Such kind of sentences can be mentioned in a bold format as it is a great tool for building a network with other businesses. It helps to create an outline which will be more entreating to the reader as step for successful networking.
At times, these headlines can be longer, even extending to three to four sentences. The idea of these headlines is it to give brief information about the subject matter of the letter. In case, if the reader is skimming multiple letters in one go, this highlight will urge him to go through the letter in detail.
The objective of writing a business letter is to craft a compelling business affiliation for a successful enterprise. Engaged writing is a tool for developing a flair for exciting the reader to take a keen interest in a successful business venture.
Amanda Jerelyn is currently working as an Associate Editor at King Essay. She holds a Master’s degree in Business Communication. She possesses vast experience in the field, with expertise in marketing, promoting businesses and helps to build and inspire people to work towards organizational goals.