Business wording is distinctive
Writing to business readers is typically different from writing in philosophy, social arts, or other school systems. Business writing tries to be short and concise rather than suggestive or imaginative; emphasizes precision and correctness. This difference does not make commercial letters better or inferior to other techniques. Instead, it reveals the sole purpose and concerns associated with labeling in a business context.
When you write a company report, you should keep in mind that your readers have a limited time to view it and are expected to peruse it. Your recipients pay attention to what you say as it influences their performance. They need to understand the “gist”: the case they are running on a circumstance or difficulty and how they should react.
The formal letter formats differ from the informal form generally seen in email communications to the extra-ordered legal feature seen in contracts. The attributes of these two limits are suitable for most memos, emails, and messages. Wording that is too symmetrical can discourage audiences, and an effort to be overly informal can be dishonest or inappropriate. In business correspondence, as in all reports, you must understand your readers.
A writer must constantly monitor the function of the business letter. It is easy for an individual or an association to impress others. The characteristics of a business letter can be grouped as
• Internal characteristic
• External characteristic
Let’s review each of them thoroughly.
Suggests the characteristic of applied grammar and demonstration of business correspondence.
The terminology written in the business letter must be transparent. It helps the recipient to understand the content instantly, easily and unquestionably. Any uncertainty will lead to a misunderstanding of the indicated information.
A writer must use a simple and direct vocabulary in the business letter. You have to avoid extravagant and complicated words.
The content addressed in the letter should be short and simple. Note that “brief” does not have to be “forceful”; You must study your expression and the readers to whom you are addressing.
The content of the letter must be concrete and precise. By applying a specific script, the reader will have an unequivocal idea of the message. However, your message should not appear as an extended list of quick and disconnected sentences.
One must constantly monitor the accuracy of the business letter. Accuracy commonly means that there are no grammatical, terminological, punctuation, etc. errors. The proper organization should aim for discussion.
The vocabulary and wording used in the business letter must be rational. Communication must be rational for a genuine understanding of the content. The draft of the communication must be uniform.
You have to write a complete letter. It helps the recipient understand the issue and the resolution. You must provide all the necessary data. You also have to remember that the letter should be short and simple and should include all aspects.
The message should only contain meaningful information. Business correspondence should not include unnecessary details.
The expression used in business correspondence should be personable. A writer must continually use clear, respectful, and trustworthy language in his message. It does not imply that one should use offensive jargon and terms. One should use terms like please, thank you, etc.
A business letter should be skillfully typed or written. The writer should use appropriate indentation, spacing, and paragraphs.
Personal pronouns (like me, us, and you) are essential in letters and memos. In such reports, it is ideal to address yourself like me and the recipient like you.
12. Passive vs active tone
The most skilled authors try to produce a form that is so simple that no reader misinterprets their messages. One approach to keeping it simple is to reduce the use of passive tone.
II. External characteristic
The external characteristic of a business letter indicates the character of its external form. The outward appearance of the letter should be attractive and compelling. Some of the extrinsic characteristics are
1. Paper dimension
The conventional dimension of the paper should be used. An A4 paper is a commonly accepted paper for writing business correspondence.
2. Paper grade
The quality of the paper used must be adequate. A business cannot always use expensive paper. Quality paper should be used for primary copy and average copy for carbon copy.
3. The color of the paper
Sometimes it is particularly beneficial to use the different colors of paper for different typefaces. The reader can understand the purpose and meaning of the letters by their color.
4. Folding method
You need to fold the letter correctly and consistently. The folding method should ensure that the letter will fit the envelope. The letter should not be folded too much. It will create a negative perception of the recipient’s opinion.
5. Envelope quality
You should always use a good quality envelope and make sure the letter size fits the envelope.
By the way, do you want to learn more about What do I need to do to be good at The Business Letter? If so, go to my website and learn the formal letter formats.