Importance of business letters:Here

Importance of business letters:

Here is an analysis of the reasons why a business letter is valuable:

(i) Drafting at convenience:

A letter can be composed at leisure and over a period of time, revised and edited before presentation. In this respect it differs from an oral presentation. It can be read by the recipient at his leisure, and he can make his own markings on the message received. It is a challenge to the communicator and his writing skill – a challenge which may reap handsome rewards. Successful businessmen are good communicators with a mastery of writing business letters.

(ii) Reaches far and wide:

Within town or out of it, within the country or abroad, a letter reaches the target with much convenience. Through letters, a businessman can reach thousands of persons located at thousands of places.

(iii) A record for purpose of law:

A written record is useful in law and for clarifying matters in the event of a dispute. Oral deals can be “airy” while a written record is solid evidence. That is why oral or telephonic discussions are confirmed through letters.

(iv) A record for reference:

A letter can be kept by the recipient for reference at a later date and for drafting a reply. Instead of relying on memory alone, one can see the matter in black and white. A letter can be read in conjunction with other documents or with a chain of previous letters.

(v) Solidifies a business bond:

A decent letter helps to establish a business relationship which can be developed further with future deals. An oral conversation is heard only once, whereas a letter maybe read many times, over days and months. Ongoing letters to customers, dealers etc. keep the relationship warm.

(vi) Helps to expand business:

Apart from the convenience of reaching remote places, letters enable the writer to explore new prospects in new territories. Sales letters can go in large numbers and do wonders for the sellers.

(vii) Saves money in communication:

Personal conferences and meetings are expensive to arrange. If the same job can be done through a letter, it is better to do so. Letters are cost- effective in one more way. They save the hassles that may arise in a faulty oral presentation. Phrases frequently required can be saved and used again and again.

(viii) Convenient for giving unpleasant news:

Sometimes unpleasant news can be given with tact in a letter, e.g. a sweet No. On some occasions, the receiver’s oral reaction may be an outburst. A letter can explain the full situation of the “no,” which helps to cool tempers.

A letter also gives the recipient the time to think before reacting, which is a major courtesy. In short, a letter is a neutral third party, a messenger for you, offering its own advantages over other means of communication.
How to give neat looks to a business letter:

In public speaking, there is a saying: dress before address. Similarly, in letter writing the neatness is seen before the matter. A sloppily presented letter has to work, maybe, twice as hard to achieve its business goal.

(i) Stationery and paper:

The envelope and the paper on which the letter is typed should be worth the name of the firm, even a little better if possible. Standard paper size is A4, but a firm may get its letterhead printed on smaller size paper also.

The print layout should be artistically designed. The letter should have as few folds as possible. If a window envelope is used, the address should be clearly visible from the window (and not get covered).

(ii) Typing:

The letter should be typed (or computer printed) with a uniform impression. Margins should be kept on all four sides, 1″ to the left and right, and 1.5″ at the top and bottom.

(iii) Layout of parts:

All parts of the letter should be located in their allotted positions – the date, the reference no., the receiver’s address, etc.
Essentials of a Good Business Letter:

Here we discuss the principles of letter writing, which have to be mastered in the spirit. A thorough study of these can make you a sought-after letter writer and a successful entrepreneur. There are eight C’s of good business letter writing: correctness, completeness, clarity, conciseness, courtesy, consideration, concreteness and convincing power.
(i) Correctness:

The letter should contain correct information. The facts and figures need to be ascertained from the source before you commit them to paper. The spellings need to be correct; the manners correct (viz. respect shown according to the position of the recipient).

The grammar and punctuation need to be according to the standard usage. In real-life business situations, many letters get wisely rejected on account of the errors they contain, because to send a wrongly worded or addressed letter is to invite embarrassment.
(ii) Completeness:

Enough time and attention needs to be given to make the contents complete in order to fulfill the intent of the letter. The terms and conditions of sale, for example, need to be fully stated. Cool editing and comprehensive thinking is required for this purpose. All enclosures of the letter should be duly attached. The dispatcher also has a role to play in this. The letter should be numbered, dated and signed.
(iii) Clarity:

The letter should be worded in clear language and be free from all ambiguity (double meaning). For example, in America the date 2/6/2006 means sixth February. Hence a letter going to USA should spell the name of the month.

We can write “6th February 2006″. Long paragraphs and uncommon words, dead phrases and foreign language words reduce the clarity of a letter. It is best to read a lot of good letters from text-books or actual correspondence to see how meaning is made clear.
(iv) Conciseness:

Conciseness or brevity is brought into letter writing at two levels: matter and language. All extraneous information needs to be removed from the letter. Sometimes a single line of acknowledgement or thanks is enough to make an entire letter.

As for language, here are some examples of how longer expressions are made concise:

Long:

(i) They do not have money

(ii) It is a company which is very wealthy.

(iii) There are a great many people who have tried this instrument.

Short:

(i) They have no money.

(ii) It is a wealthy company

(iii) Many people have tried this instrument.
(v) Courtesy:

To be courteous is to be friendly in attitude and in the use of words. Apart from basic courtesies like saying “Dear Sir” and “Yours sincerely” there are deeper courtesies that endear a letter to its receiver.

Plain:

(i) We have received your letter…

(ii) Your letter is blatantly wrong.

More courteous:

(i) Thanks for your letter…

(ii) To set the record correct, we may submit that

Courtesy gives rise to courtesy.
(vi) Consideration:

With a little recasting, a letter can sometimes become more favourable to the reader. This consideration is called “You attitude,” better understood through examples (see box).

We attitude:

(i) We are happy to inform

(ii) We shall send the free copy if we receive…

(iii) We will renew your subscription and send our gift…

You attitude:

(i) You will be happy to know…

(ii) Your free copy will be sent to you if you reply…

(iii) You can renew your subscription and receive your gift…

A “You attitude” letter generates a more positive response. However, the use of “You attitude” does not simply mean a more frequent use of the word “you.” A sentence which uses “we” and “our” can also sound nice to the reader: “We would like you to have, with our compliments, a booklet…” Thus, balancing the words “we” and “you” is a finer game.

You attitude:

When a reader receives a business letter, he looks for his own interest in it. Hence the importance of you attitude it touches him directly and personally. When a letter is written from the receiver’s point of view, he knows quickly and clearly what action to take or response to give. The letter should show an understanding of the recipient’s situation and should address his problems.

While you attitude is recommended in general, it is particularly relevant in sales letters. It earns the reader’s confidence and goodwill. You attitude does not mean just blind repetition of the word you and your, but a judicious tilting of the content in the reader’s favour. The letter should eventually show how the writer is genuinely interested in the reader’s welfare.

We attitude:

We are proud to announce the launch of our new model.

You attitude:

You will be delighted to know about our latest user-friendly new model that will serve your needs.
(vii) Concreteness:

A business letter has to avoid approximate statements when exact ones can be given or are expected. A complaint letter can replace the phrase “loss on a large scale” by the phrase “loss of a 1000 man-hours.” This can be backed up by other facts and figures. “We process loan applications speedily” can be changed to “We decide on loan applications up to Rs. 5 lakhs within 15 days.”
(viii) Convincing power:

ผลลัพธ์ (อังกฤษ) 2:

Importance of business letters: Here is an analysis of The Reasons Why a business letter is valuable: (I) Drafting at Convenience: A letter Can be composed over a period of time and at Leisure, Revised and edited Before Presentation. In this respect it differs from an oral presentation. It can be read by the recipient at his leisure, and he can make his own markings on the message received. It is a challenge to the communicator and his writing skill - a challenge which may reap handsome rewards. Successful businessmen are good Communicators with a Mastery of Writing business letters. (II) Reaches Far and Wide: Within Town or out of it, Within The Country or abroad, a letter with much Reaches Target The Convenience. Through letters, a Businessman Can reach thousands of Persons located at thousands of Places. (III) A record for purpose of Law: A written record is Useful in Law Matters in and for Clarifying The event of a dispute. Oral deals can be "airy" while a written record is solid evidence. That is Why oral or telephonic discussions are confirmed Through letters. (IV) A record for reference: A letter by The Recipient Can be kept for reference at a later Date and for Drafting a reply. Instead of relying on memory alone, one can see the matter in black and white. A letter Can be read in conjunction with Other documents or with a chain of Previous letters. (v) solidifies a business Bond: A decent letter Relationship Helps to establish a business which Can be developed Further deals with Future. An oral conversation is heard only once, whereas a letter maybe read many times, over days and months. Ongoing letters to customers, dealers etc. The Keep Warm Relationship. (VI) Helps to Expand business: Apart from The Convenience of Reaching Remote Places, letters Enable The writer to Explore New prospects in New territories. Go in Large sales numbers and letters Can do Wonders for The Sellers. (VII) in Communication Saves Money: Personal conferences and meetings are Expensive to Arrange. If the same job can be done through a letter, it is better to do so. Letters are cost- effective in one more way. They save the hassles that may arise in a faulty oral presentation. Phrases Frequently Required Can be Saved and Used Again and Again. (VIII) Convenient for giving unpleasant News: Sometimes unpleasant News Can be Given with tact in a letter, eg a Sweet No. On some Occasions, The Receiver's oral Reaction May be an Outburst. . A letter Can Explain The full The situation of "no," which Helps to cool tempers. A letter also gives The Recipient The time to Think Before reacting, which is a Major courtesy. In short, a letter is a neutral Third Party, a Messenger for You, offering advantages over Other ITS own means of Communication. How to Give neat Looks to a business letter: Speaking In public, there is a saying: Before Dress address. Similarly, in letter writing the neatness is seen before the matter. A sloppily Presented letter has to Work, maybe, Twice As Hard to Achieve ITS business Goal. (I) Stationery and Paper: The Envelope and The Paper on which The letter is typed should be Worth The name of The Firm, Even a Little Better. if possible. Paper size is A4 standard, but a Firm May Get ITS letterhead Printed on Paper also smaller size. The Print Layout Designed should be artistically. The letter should have as few folds as possible. IF a Window Envelope is Used, The address should be clearly Visible from The Window (and Not Get Covered). (II) Typing: The letter should be typed (or Computer Printed) with a Uniform Impression. Margins should be kept on all Four sides, 1 "to The left and Right, and 1.5" at The Top and bottom. (III) Layout of Parts: All Parts of The letter should be located in their allotted Positions - The Date, The. reference no., The Receiver's address, etc. Essentials of a Good Business Letter: Here we Discuss The principles of Writing letter, which Have to be mastered in The Spirit. A thorough study of these can make you a sought-after letter writer and a successful entrepreneur. There are Eight C's of good business letter Writing: correctness, completeness, Clarity, Conciseness, courtesy, consideration, concreteness and convincing Power. (I) Correctness: The letter should contain Correct information. The facts and figures need to be ascertained from the source before you commit them to paper. The spellings need to be correct; The Correct manners (viz. Respect shown according to The position of The Recipient). The Grammar and punctuation Need to be according to The standard Usage. In Real-Life business situations, many letters Get wisely rejected on account of The Errors they contain, Because to Send a wrongly worded or addressed letter is to INVITE embarrassment. (II) Completeness: Enough time and Attention Needs to be Given to Make The. contents complete in order to fulfill the intent of the letter. The terms and conditions of sale, for example, need to be fully stated. Cool editing and comprehensive thinking is required for this purpose. All enclosures of the letter should be duly attached. The dispatcher also has a role to play in this. The letter should be numbered, Dated and signed. (III) Clarity: The letter should be worded in clear language and be free from all ambiguity (double meaning). For example, in America the date 2/6/2006 means sixth February. Hence a letter Going to USA should Spell The name of The month. We Can write "February 6th 2,006". Long paragraphs and uncommon words, dead phrases and foreign language words reduce the clarity of a letter. It is best to read a Lot of good letters from text-Books or Actual Correspondence to See How Made meaning is clear. (IV) Conciseness: Conciseness or brevity is brought Into Writing letter at Two levels: Matter and language. All extraneous information needs to be removed from the letter. Sometimes a single Line of acknowledgment or Thanks is Enough to Make an entire letter. As for language, here are some examples of How Longer Expressions are Made concise: Long: (I) They do Not Have Money (II) It is a Company which. is very Wealthy. (III) There are a Great many People Who Have tried this instrument. Short: (I) They Have no Money. (II) It is a Wealthy Company (III) Many People Have tried this instrument. (v). courtesy: To be is to be courteous in Friendly Attitude and in The Use of Words. Apart from Basic courtesies like saying "Dear Sir" and "Yours sincerely" there are Deeper courtesies that Endear a letter to ITS Receiver. Plain: (I) We Have Received your letter ... (II) Your letter is blatantly Wrong. More courteous:. (I) Thanks for your letter ... (II) To Set The Correct record, May we submit that gives Courtesy Rise to courtesy. (VI) Consideration: With a Little recasting, a letter Can Become sometimes more Favourable to The Reader. This consideration is Called "You Attitude," Better Understood Through examples (See Box). We Attitude: (I) We are Happy to Inform (II) We Shall Send The free Copy IF we receive ... (III) We Will Renew your subscription. and Send our gift ... You Attitude: (I) You Will be Happy to know ... (II) Your free Copy Will be Sent to You IF You reply ... (III) You Can Renew your subscription and receive your gift ... A "You Attitude. "letter generates a more positive response. However, the use of "You attitude" does not simply mean a more frequent use of the word "you." A sentence which uses "we" and "our" can also sound nice to the reader: "We would like you to have. , with our compliments, a Booklet ... "Thus, balancing The Words" we "and" You "is a Finer Game. You Attitude: When a Reader receives a business letter, He Looks for His own interest in it. Hence the importance of you attitude it touches him directly and personally. When a letter is written from the receiver's point of view, he knows quickly and clearly what action to take or response to give. The letter should show an understanding of His The Recipient's situation and should address problems. While You Attitude is Recommended in general, it is particularly relevant in sales letters. It earns the reader's confidence and goodwill. You attitude does not mean just blind repetition of the word you and your, but a judicious tilting of the content in the reader's favour. The letter should eventually show How The writer is genuinely interested in The Reader's Welfare. We Attitude: We are PROUD to announce The Launch of our New Model. You Attitude: You Will be delighted to know About our latest user-Friendly New Model that Will. serve your Needs. (VII) Concreteness: A business letter has to Avoid When exact APPROXIMATE Statements Given Ones Can be or are expected. A complaint letter can replace the phrase "loss on a large scale" by the phrase "loss of a 1000 man-hours." This can be backed up by other facts and figures. "We process loan applications speedily" can be changed to "We decide on loan applications up to Rs. 5 lakhs Within 15 days. " (VIII) Convincing Power:.

ผลลัพธ์ (อังกฤษ) 3:

Importance of business letters:

Here is an analysis of the reasons why a business letter is valuable:

(I) Drafting at. Convenience:

A letter can be composed at leisure and over a period, of time revised and edited before presentation. In. This respect it differs from an oral presentation. It can be read by the recipient at, his leisure and he can make his own. Markings on the message received.It is a challenge to the communicator and his writing skill - a challenge which may reap handsome rewards. Successful businessmen. Are good communicators with a mastery of writing business letters.

(II) Reaches far and wide:

Within town or out, of it. Within the country, or abroad a letter reaches the target with much convenience, Through letters.A businessman can reach thousands of persons located at thousands of places.

(III) A record for purpose of law:

A written. Record is useful in law and for clarifying matters in the event of a dispute. Oral deals can be "airy while a written record." Is solid evidence. That is why oral or telephonic discussions are confirmed through letters.

(IV) A record for reference:

.A letter can be kept by the recipient for reference at a later date and for drafting a reply. Instead of relying on memory. Alone one can, see the matter in black and white. A letter can be read in conjunction with other documents or with a chain. Of previous letters.

(V) Solidifies a business bond:

.A decent letter helps to establish a business relationship which can be developed further with future deals. An oral conversation. Is heard only once whereas a, letter maybe read, many times over days and months. Ongoing letters, to customers dealers. Etc. Keep the relationship warm.

(VI) Helps to expand business:

Apart from the convenience of reaching, remote placesLetters enable the writer to explore new prospects in New Territories. Sales letters can go in large numbers and do wonders. For the sellers.

(VII) Saves money in communication:

Personal conferences and meetings are expensive to arrange. If the. Same job can be done through, a letter it is better to do so. Letters are cost - effective in one more way.They save the hassles that may arise in a faulty oral presentation. Phrases frequently required can be saved and used again. And again.

(VIII) Convenient for giving unpleasant news:

Sometimes unpleasant news can be given with tact in, a letter. E.g. A sweet No. On some occasions the receiver ', s oral reaction may be an outburst. A letter can explain the full situation. Of the, "no"Which helps to cool tempers.

A letter also gives the recipient the time to think, before reacting which is a major courtesy.? In short a letter, is a neutral third party a messenger, for you offering its, own advantages over other means of communication.
How. To give neat looks to a business letter:

In, public speaking there is a saying: dress before, Similarly address.In letter writing the neatness is seen before the matter. A sloppily presented letter has to work maybe twice as hard,,, To achieve its business goal.

(I) Stationery and paper:

The envelope and the paper on which the letter is typed should. Be worth the name of, the firm even a little better if possible. Standard paper size, is A4But a firm may get its letterhead printed on smaller size paper also.

The print layout should be artistically, designed. The letter should have as few folds as possible. If a window envelope is used the address, should be clearly visible from. The window (and not get covered).

(II) Typing:

The letter should be typed (or computer printed) with a uniform impression.Margins should be kept on all four sides 1 ", to the left, and right and 1.5" at the top and bottom.

(III) Layout of parts:

All. Parts of the letter should be located in their allotted positions - the date the reference, no, the receiver ', s address. Etc.
Essentials of a Good Business Letter:

Here we discuss the principles of letter writing which have, to be mastered. In the spirit.A thorough study of these can make you a sought-after letter writer and a successful entrepreneur. There are eight C s. ' Of good business letter writing: correctness completeness clarity conciseness,,,,,,, courtesy consideration concreteness And convincing power.
(I) Correctness:

The letter should contain correct information.The facts and figures need to be ascertained from the source before you commit them to paper. The spellings need to be. Correct; the manners correct (viz. Respect shown according to the position of the recipient).

The grammar and punctuation. Need to be according to the standard usage. In real-life business situations many letters, get wisely rejected on account. Of the errors, they containBecause to send a wrongly worded or addressed letter is to invite embarrassment.
(II) Completeness:

Enough time and attention. Needs to be given to make the contents complete in order to fulfill the intent of the letter. The terms and conditions of. ,, sale for example need to be fully stated. Cool editing and comprehensive thinking is required for this purpose.All enclosures of the letter should be duly attached. The dispatcher also has a role to play in this. The letter should. Be numbered dated and, signed.
(III) Clarity:

The letter should be worded in clear language and be free from all ambiguity. (double meaning). For example in America, the date 2 / 6 / 2006 means sixth February. Hence a letter going to USA should spell. The name of the month.

.We can write "6th February 2006". Long paragraphs and, uncommon words dead phrases and foreign language words reduce the. Clarity of a letter. It is best to read a lot of good letters from text-books or actual correspondence to see how meaning. Is made clear.
(IV) Conciseness:

Conciseness or brevity is brought into letter writing at two levels: matter and language.All extraneous information needs to be removed from the letter. Sometimes a single line of acknowledgement or thanks is. Enough to make an entire letter.

As, for language here are some examples of how longer expressions are made concise:

Long:

(I). They do not have money

(II) It is a company which is very wealthy.

(III) There are a great many people who have tried. This instrument.

Short:

.(I) They have no money.

(II) It is a wealthy company

(III) Many people have tried this instrument.
(V) Courtesy:

To. Be courteous is to be friendly in attitude and in the use of words. Apart from basic courtesies like saying "Dear Sir and." "Yours sincerely." there are deeper courtesies that endear a letter to its receiver.



Plain (I) We have received your letter...

.(II) Your letter is blatantly wrong.



More courteous (I) Thanks for your letter...

(II) To set the, record correct we. May submit that

Courtesy gives rise to courtesy.
(VI) Consideration:

With a, little recasting a letter can sometimes become. More favourable to the reader. This consideration is called "You attitude," better understood through examples (see box).

We. Attitude:

.(I) We are happy to inform

(II) We shall send the free copy if we receive...

(III) We will renew your subscription and. Send our gift...

You attitude:

(I) You will be happy to know...

(II) Your free copy will be sent to you if you reply...

(III). You can renew your subscription and receive your gift...

A "You attitude." letter generates a more positive, However response.The use of "You attitude." does not simply mean a more frequent use of the word "you." A sentence which uses "we and" our. "" Can also sound nice to the reader: "We would like you to have with compliments a, our, Booklet..." Thus balancing the, words. "We." and "you." is a finer game.



When You attitude: a reader receives a, business letter he looks for his own interest. In it.Hence the importance of you attitude it touches him directly and personally. When a letter is written from the receiver s. ' Point of view he knows, quickly and clearly what action to take or response to give. The letter should show an understanding. Of the recipient 's situation and should address his problems.

While you attitude is recommended, in generalIt is particularly relevant in sales letters. It earns the reader 's confidence and goodwill. You attitude does not mean. Just blind repetition of the word you, and your but a judicious tilting of the content in the reader 's favour. The letter. Should eventually show how the writer is genuinely interested in the reader 's welfare.

We attitude:

.We are proud to announce the launch of our new model.



You You attitude: will be delighted to know about our latest user-friendly. New model that will serve your needs.
(VII) Concreteness:

A business letter has to avoid approximate statements when exact. Ones can be given or are expected. A complaint letter can replace the phrase "loss on a large scale by the phrase loss." " Of a 1000 man-hours."This can be backed up by other facts and figures." We process loan applications speedily. "Can be changed to We decide." On loan applications up to Rs. 5 lakhs within 15 days. "
(VIII) Convincing power: