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Pointers in Planning a Business Letter

Photo: https://talkshop.ph/blog/2013/09/pointers-in-planning-a-business-letter/

Once you decide to write a letter, be ready for the possibility of responding  yet again to your recipient.  If this is your intention and it will make your tasks more efficient, go ahead.  But if your intention is to cut short a prolonged communication in writing or to address misunderstanding that has gone too far, I suggest you pick up the phone or pay the person a visit.

If you are decided on writing the business letter, let these questions serve as your guide:

1. WHO IS YOUR READER?

Your audience will always be your first consideration.  Knowing who you are writing to will make it clear to you what tone and  delivery style must be employed

Who are you in relation to your reader?

The way you introduce yourself should be relevant to the considerations of your reader.  Include only the information about yourself that will help the reader assist you in the matter that you are writing about.

2, WHY ARE YOU WRITING THE LETTER?

Your intent for writing a business letter may be any one or two of the following reasons:

  • to persuade
  • to inform
  • to request
  • to express gratitude
  • to remind
  • to report
  • to recommend
  • to apologize
  • to congratulate
  • to invite
  • to welcome
  • to give or reject a proposal
  • to follow up
  • to confirm
  • to give corrections
  • to formalize arrangements

Whatever the purpose of your letter and whatever you wish to happen, be clear and consistent about it from beginning to end.  Be able to gather all the details that will support your reasons and intent.  Also, check and double check any dates, names, prices, schedules, and bullets you will include.

4. WHAT DO YOU WANT TO HAPPEN?

Despite knowing your reader, giving the proper introduction, and including all the necessary details, there is still a chance you will not get what you want.   Especially if you do not state it at the end of your letter.

While you have indicated your reason in the beginning, the reader should still be guided on what you want him to do with the information you have provided. Do you require a response? How can you be reached? Do you have a time table? What can the reader anticipate after he responds to your letter?

With these questions serving as your guide, it will no longer be such an ordeal to start and finish a letter.  Your task now is to just begin. The first draft is usually not very smooth. However, as you pay attention to these points and get used to them, you will notice the immense and consistent improvement in your writing in no time.

 

The writer is TalkShop Founder and CEO Sheila Viesca, author, trainer, and communication guru to key executives and teams of top corporations. She is the pioneer of Integrated Language Teaching (ILT), a training methodology that merges the learning styles of the East with the teaching styles of the West.   She can be reached at www.talkshop.ph  | (632) 894 5588  | 0917 853 5588.

Posted by TalkShop
Sheila Viesca, TalkShop CEO and Director of Communication finished her bachelor degree in Literature, masters in Entrepreneurship, and doctorate in Applied Cosmic Anthropology. She designed the Philippines' Language Competency Benchmark for the Department of Education and pioneered Integrated Language Teaching (ILT) in workshop designs and corporate communication training. You can follow her on Facebook, Youtube, Twitter, LinkedIN, and Google+

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