How to write a business letter: guidelines and recommendations

An essential attribute of any business is business correspondence. Employees of each enterprise communicate with colleagues and customers, with suppliers and customers. In General, in your daily routine of any office will certainly take part in the conversation.

Despite the fact that every day the majority of employees in enterprises and organizations use to send and receive many messages, not all adhere to the established norms and rules when they are created. It turns out, competently and correctly to write the business letter is not so easy. There are a number of requirements and templates used in the world and is related to the document. They include rules of writing business letters, as well as main points for registration.

Composing a message to the third party or simply a colleague in the next Department must adhere to strict style (with the exception of a friendly correspondence, for which there are no such restrictions). Don't use overly emotional words even to describe the importance of the transaction or the delight of the tested products. A business letter should be clear, brief and fairly restrained.

To Start the message should be the recipient. If it is intended for the employee organization must specify its name, the recipient's position and his name. In the case where the document remains within the company, a lot of names with initials (you can add and position). a Business letter to a third party should be issued on the letterhead (regardless of whether it is sent electronically or in paper form). In its absence, you can simply specify in the “cap” of the document details of the sender.

Before you start to write a text, you need to think about its structure, identify the main points and purpose of writing. In this case, the process of writing much easier. To finish this letter should be signed, which specify not just the name of the sender, but also the position and name of the company which he represents.

When sending a proposal to a potential client or partner at the end, it is imperative to Express our appreciation for the cooperation and hope for further joint work.

In Addition to the rules used in business correspondence, there are also recommendations. For example, any document addressed to a particular individual, should begin with the words “dear” indicating the full name, not initials. No need to use abbreviations in letters, for example, write "SW.” or reduce the position of the addressee, his place of employment.

The Most difficult is the international workflow, since each state has its own nuances of communication, and the language in which it is necessary to conduct correspondence with foreign partners, it is not always clear to the originator of the letter, so you have to use the services of interpreters. Before you hire the services of such a specialist, should be clarified, whether he knows how to write a business letter in English, or it is a trivial literal translation. If the foreign document is planned to be maintained continuously, it is better to take the staff enough speaking a foreign language, to make it a business letter.

In General the way will be documented and as designed, depends largely on the achievement of the task. So in any case do not underestimate the importance of business etiquette when communicating.