Training: Effective Business Letter Writing

Effective Business Letter Writingwww.softheme.comTrainingwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingThetraining’spurposeistoequipparticipantswithknowledgeofthemainprinciplesandtechniquesofeffectivebusinessletterwriting.Inthisentertaining,highlypracticalcourse,participantslearnhowtostructurelettersforsuccess,produceamoreprofessionaldocument,maximizecomprehension,andcreateagoodimpression.Inaddition,participantsdiscoverhowtohandleeventhemostdifficultofcustomers,minimizetheriskofescalatingproblemsandmaximizetheefficiencyofbusinesscorrespondence.www.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingWhen writing business letters keeping mind threeimportant points:•Business letters –an information vehicle –they serve one purpose•Business letters cost money•Business letters act as an official documentwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingThere are four important points without which your message is not going to be effective:•Subject•Audience•Purpose•Stylewww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingSUBJECT:•It could be anything that a particularsituation calls for•Stick to one subject only•If you have two or more subjects, write another letterwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingAUDIENCE:•Your audience is always larger than you expect•Do not assume that the reader knows what you are talking aboutwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingPURPOSE:•There is nothing worse than reading a letter with no purpose•State the purpose of the message and keep it clearwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingBASIC STYLE:1STPART of the body:•State the purpose of the letter2NDPART of the body:•Sate your point. explain what you want to happen. Explain the information you have3RDPART of the body:•Call for action or request some form of action. Thank the reader for his or her responsewww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingPART Iof the body:•Get straight to the point in the first sentence. it is a very short paragraphPART IIof the body:•It is going to be the core –it clearly explains the piece of information you are proving and what you want the reader to do•You have a lot of information? Break it, make short paragraphs, list the points, or include it as an attachmentwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingPART IIIof the body:Is usually broken down into 3 sections:•CONCLUDE THE MESSAGE.Draw all you key points into onestatement•CALL TO ACTION.Tell your reader what to do and when to do it –no call for action means your reader will not act•THANK THE READER.It is only appropriate that you thank your reader for his time and attentionwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingWays to organize your information•From general to specific•From specific to general•From positive to negative•From negative to positive•Step by step•From most important to least importantwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingEmphasizing the positivePositive sentences are inviting and encourage people to read on.Negative sentences can seem bossy and hostile.Instead of:If you fail to submit your report, you will not qualify for admissionUse:You must submit your report to qualify for admissionwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingVERBS vs. NOUNSDo not change verbs into nounsInstead of:•The requirement of the department is that employees work seven hours a day•You will work on the establishmentof goals for designated group of employeesUse:•The department requiresemployees to work seven hours a day•You will establishgoals for hiring employees from designated groups www.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter Writing•Use bullets to identify each item in the list. all items should begin with a lower case letter•Use numbers only when you are describing a step-by-step procedure•Use commas or no punctuation•If the list consists of alternatives, put “OR” after the second to last item•If the list is inclusive, put “AND” after the second to last itemGuidance for tabulationwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingAvoiding double negativesInstead of:He was not absentI don’t know nothingUse:He was presentI don’t know anythingwww.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingAvoiding ambiguityInstead of:Michelle researched and wrote the speech herself, which everyone thought was impressive.Use:Everyone was impressed with the speech that Michelle researched and wrote herself.www.softheme.comOutsourcing to Softheme™ Training: Effective Business Letter WritingACTIVE vs. PASSIVEInstead of:In early April, all applications will be reviewed by the committeeUse:The committee will review all applications in early AprilThank you!2010 | Softheme Team | Kyiv, Ukraine | Software Outsourcing Solutionswww.softheme.com»Outsourcing to Softheme™Questions?→info@softheme.com