Business writing is distinctive
Lettering to business readers is normally actually unlike writing in the philosophy, social arts, or other scholastic systems. Business writing attempts to be brief and concise instead of suggestive or imaginative; it emphasizes precision and correctness. This difference does not make business lettering better or lower to other techniques. Instead, it reveals the sole objective and concerns associated when lettering in a business context.
When you write a company report, you must consider that your readers have restricted time to see it and is expected to examine it. Your recipients have attention in what you state since it influences their operation. They need to understand the “essence”: the case you are executing about a circumstance or difficulty and the way they should react.
Formal letter formats differ from the informal manner usually seen in email communications to the extra orderly, juridical characteristic observed in contracts. The attributes of these two limits are suitable for most memorandums, emails, and messages. Drafting that is too symmetrical can turn off recipients, and an effort to be excessively informal may find as dishonest or improper. In business correspondence, as in all reporting, you need to understand your readers.
A writer should constantly control the feature of the business letter. It is simple for an individual or an association to impress the others. The features of a business letter can be grouped as
• Internal Feature
• External Feature
Let us review each of them thoroughly.
I. Internal Feature
It suggests the feature of grammar applied and the demonstration of business correspondence.
The terminology written in the business letter must be transparent. It assists the recipient to comprehend the content instantly, easily, and unquestionably. Any uncertainty will induce a misunderstanding of the information stated.
A writer must use plain and straightforward vocabulary in the business letter. One must avoid extravagant and complicated words.
The content addressed in the letter must be brief and straightforward. Please take note that “brief” does not have to be “blunt”-you ought to study your expression and the readers for whom you are addressing.
The content of the letter must be concrete and precise. By applying concrete writing, a reader will have an unambiguous idea of the message. Nevertheless, your message should not appear like an extended list of quick, disjointed sentences.
One must constantly monitor the precision of the business letter. Precision commonly signifies no mistake in grammar, terminology, punctuations, etc. The right organization should be aimed for discussion.
The vocabulary and wording used in the business letter must be rational. The communication must be in a rational form for genuine comprehension of the content. The draft of the communication must be uniform.
One must compose a comprehensive letter. It assists the recipient to understand the subject and the resolution. It should give all the required data. One must also remember that the letter should be brief and plain and must include the entire aspects.
The message should only carry significant information. Business correspondence should not include unnecessary details.
The expression used in business correspondence must be affable. A writer must continually use a clear, respectful, and reliable language in his message. It does not imply that one must use slang and offensive terms. One must use the terms such as please, thank you, etc.
A business letter must be deftly typewritten or written. The writer should use appropriate indention, spacing, and paragraphs.
Personal pronouns (like I, we, and you) are essential in letters and memoranda. In such reports, it is ideal to address yourself as I and to the recipient as you.
12. Passive vs Active Tone
The most skilled authors attempt to produce a form that is so plain so that no readers should misunderstand their messages. One approach to accomplish a plain style is to reduce your usage of the passive tone.
II. External Feature
The external feature of a business letter indicates the character of its external form. The external appearance of the letter must be appealing and convincing. Some of the extrinsic characteristics are
1. Dimension of the Paper
The conventional dimension of the paper should be used. An A4 paper is a commonly accepted paper for composing business correspondence.
2. Grade of the Paper
The grade of the paper used must be suitable. A company cannot always use expensive paper. One must use quality paper for the primary copy and average copy for the carbon copy.
3. The Color of the Paper
Sometimes it is particularly beneficial to use the various colors of paper for different kinds of letters. The reader can comprehend the purpose and the meaning of the letters by its color.
4. Method of Folding
One needs to fold the letter correctly and consistently. The method of folding should ensure the letter fit the envelope. One must not overfold the letter. It will create a negative perception of the recipient’s opinion.
5. Quality of Envelope
One should always use a good quality envelope and ensure the size of the letter should fit the envelope.
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