Success in a business depends on many factors. One of them is the ability to build relationships with customers and partners.
Communication in a business environment is built taking into account certain rules and norms, which are called etiquette. Due to the observance of simple regulations, interaction is faster, less conflict situations arise .
The rules of business etiquette apply to both personal communication and correspondence. Their observance promotes mutual understanding. Moreover, following the rules of etiquette, you will demonstrate respect for the interlocutor, as well as interest in the success of the interaction.
How to write a business letter
First you need to build a competent structure of your message.
The rules of business correspondence suggest that the letter begins with an appeal, followed by a brief introduction, the main text, conclusion, signature, postscript, if necessary. Then there may be applications. If we are talking about an email, then all voluminous documents should be sent in the attached file, having mentioned this in the message.
Appeal
You can start the message with the word "respected". But remember that in this case, at the end of the letter, you do not need to write "with respect." Another option is a regular greeting. The appeal must be placed in the center of the page.
In our country, it is best to call a person by name and patronymic. If you are not personally acquainted with the recipient, you can contact him like this: "Dear Mr. Ivanov."
Introduction
In the introduction to the main text, the purpose of the letter must be summarized. This part should not exceed two sentences.
Main content
In 2-3 paragraphs it is necessary to describe the situation, your thoughts and wishes, as well as ask your questions.
Conclusion
The rules of business correspondence require in conclusion a brief summary of all of the above. The letter is usually completed with standard phrases, for example: “Regards,” “Sincerely,” “Thanks,” and so on. Indicate your surname, name and patronymic, do not forget about the position.
P.S
A postscript is usually written in extreme cases, if you forgot to indicate something important, or you need to notify the recipient of an event that occurred after the letter was written.
Decor
The letter must be literate, neatly executed. Required fields. On the right, the indent should be at least three centimeters, and about one and a half on the left. Highlight paragraphs to make text easier to read. Use the Times New Roman 12 pt font.
Well, if you use the symbols of the organization. If you write on the official form, be sure to pay attention to the fact that the company name, contact information, details and logo are indicated in the footers.
Courtesy Rules
The rules of business correspondence are not only the use of standard paperwork. Any official letter involves the correct expression of your thoughts, even if you write it to express a complaint.
You cannot start a letter with a refusal, with the word "no" or the particle "not." First you need to explain the reasons for this decision. If possible, suggest alternative solutions to this situation.
No need to impose on a person ways to resolve the issue. This may have the opposite effect.
To show that the letter is urgent, you can ask the recipient to send a response by a certain date. No need to rush it in a sharp form.
Try not to hint at the possible incompetence of the person who will read the letter, as this will sound insulting.
So, we examined the basic techniques of how to write an official letter.
Following this instruction will make your business communication easier and more successful, and you will prove yourself as a polite and correct person.
The above business correspondence rules are suitable for both paper documents and electronic messages.