Training: Effective Business Letter Writing

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Effective Business Letter Writing www.softheme.com Training

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing The training’s purpose is to equip participants with knowledge of the main principles and techniques of effective business letter writing. In this entertaining, highly practical course, participants learn how to structure letters for success, produce a more professional document, maximize comprehension, and create a good impression. In addition, participants discover how to handle even the most difficult of customers, minimize the risk of escalating problems and maximize the efficiency of business correspondence.

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing When writing business letters keeping mind three important points: Business letters – an information vehicle – they serve one purpose Business letters cost money Business letters act as an official document

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing There are four important points without which your message is not going to be effective: Subject Audience Purpose Style

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing SUBJECT: It could be anything that a particular situation calls for Stick to one subject only If you have two or more subjects, write another letter

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing AUDIENCE: Your audience is always larger than you expect Do not assume that the reader knows what you are talking about

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing PURPOSE: There is nothing worse than reading a letter with no purpose State the purpose of the message and keep it clear

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing BASIC STYLE: 1ST PART of the body: State the purpose of the letter 2ND PART of the body: Sate your point. explain what you want to happen. Explain the information you have 3RD PART of the body: Call for action or request some form of action. Thank the reader for his or her response

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing PART I of the body: Get straight to the point in the first sentence. it is a very short paragraph PART II of 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 attachment

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing PART III of the body: Is usually broken down into 3 sections: CONCLUDE THE MESSAGE. Draw all you key points into one statement 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 attention

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing Ways 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 important

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing Emphasizing the positive Positive 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 admission Use: You must submit your report to qualify for admission

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing VERBS vs. NOUNS Do not change verbs into nouns Instead of: The requirement of the department is that employees work seven hours a day You will work on the establishment of goals for designated group of employees Use: The department requires employees to work seven hours a day You will establish goals for hiring employees from designated groups

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www.softheme.com Outsourcing 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 item Guidance for tabulation

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing Avoiding double negatives Instead of: He was not absent I don’t know nothing Use: He was present I don’t know anything

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing Avoiding ambiguity Instead 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.

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www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing ACTIVE vs. PASSIVE Instead of: In early April, all applications will be reviewed by the committee Use: The committee will review all applications in early April

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