Correct Structure Of Business Letters Commerce Essay

Correct Structure Of Business earn Commerce Es give tongue toFew duty minutes are carried through successfully without parallelism at some point. Enquires must be answered, quotation given, order placed, complains dealt with, transport and insurance ar eye socketd and account toughenedtled. letters must be written to customers, salesmen, agents, suppliers, bankers, shipowners and many others they cover every conceivable phase of line of work activity. They are the firms silent salesmen and, very much enough, represent its only amour with the outside world. Hence the lack to create a good impression, not only of the writers firm, but also of the writer himself as an efficient person ardent to be of service.In our Business courses that follow are to be found over hundred specimen letters dealing with a comprehensive range of transactions of the kindhearted handled in business every day. They are presented, not as models to be copied, for no two business situations are ever quite an alike, but rather as examples written in the modern English style to illustrate the accepted principles of good business composing. For those wishing to use the order as business tool, consisting of headings under which letter are classified and grouped according to subject matter, supplies a convenient and useful source of reference.Every business letter is written to a purpose each has its own additional aim, and sensation of the features of this course is its use of explanation to show how the various letters set out to achieve their aims. Basic legal principles relevant to different types of transaction are also touched upon, but only where there is a need to clarify legal relationships. The exercises the means for students to apply in practice what they have been taught.The many letters included are written in straightforward and purposeful style of the modern age and should be of special help to the overseas user, and especially to students from Raffles College w here commercial correspondence is taught either as a ecumenic business accomplishment or as a preparation for the various examinations.Business letter/e-mail writingStructure of The business letterLetter promoting good willEnquires and repliesQuotations, estimates and tendersSales letters and voluntary offersOrders and their fulfillmentComplaints and adjustmentsInvoicing and settlement of accountsLetters requesting paymentCredit and status enquiresAgenciesForeign tradeBanking (1) home businessBanking(2) payment in foreign tradeTransport (1) road and railTransport (2) sea and airInsurancePersonnelTravel and hotelsMiscellaneous correspondenceA typical business transactionEssential QualitiesThe business letter is the principal means used by a business firm to glide by in touch with its customers often enough it is the only one customers form their impression of the firm from the tone and quality of letters it sends out. Good quality story and an attractive letter head play their par t in this, but they are less important than the message they carry, but it does require us to point ourselves accurately in plain language that is clear and readily understood.Writing plainly does not mean that letters must be confined to a mere recital of facts, in a style that is dull and anattractive. When we write a letter we enter into a personal relationship with our subscriber. Like us he has feelings and we cannot afford to disregard them. This is a necessary reminder because many people who are warmand lucky by nature become persons of quite other sort when they sit down to write or dictate a business letter. They seem to think that business letter call for a special kind of Business English. They forget that they are holding conversations by post and stupefy use of impersonal constructions that produce a cold and aloof tone. They opt to write your letter has been received rather than the warmer and homelier I have received your letter, and your complaint is being loo ked into rather than I am looking into your complaint. They often refer to themselves as the writer and say. The writer visited your showrooms, when they should say I visited your showrooms. Personal constructions, with the emphasis on YOU and I or WE, help to produce the warm and friendly tone more suited to letter writing.The whole secret of good business letter writing is to write simply, in an easy and immanent counselling like one friendly human being talking to another. Make your letter or e-mail, then sound as much as affirmable like good conversation. You wouldnt say on the phone It is regretted that the goods cannot be delivered today. You would say I am sorry we cannot deliver the goods today, so why not say it when you write a letter?SOME RULES OF GOOD WRITING1- Think first of the reader and address yourself to his interests. Tell him all he wants to know and dont give up him to guess between the lines2- hug a tone suited to the occasion and purpose of the letter3- publish of course, as you would talk, using plain and familiar words4- Write clearly and to the point. The dominant need in all business writing is exactness expressed in language that is absolutely clear5-Write well-manneredly and make your letter sound friendly and sincere6- Avoid wordiness, but at the same time remember that it is more important to be clear and courteous even if it means using more words7- Avoid commercial jargon with its roundabout and meaningless forms of expression8- Write effectively by using simple language, by being consistent and precise9- Avoid monotony by introducing variety10- Write to a plan if your letter is long or especially important11- Pay special attention to the opening and closing paragraphs first and last impressions leave a special mark on the reader12- Check your letter or e-mailAll these are matters of importance and we shall now take a closer look at each one of them.Study your readers interestsThe letters you send out must create a good first impression.To achieve this,put yourself in your readers shoes and try to image how he will feel about what you write.Ask yourself constantly ,what are his needs,his wishes,his interests,his problems,and how can I meet them?What would be my own feelings if I were to receive a letter of kind I propose to write? Try to image that you are receiving rather than sending the letter and emphasize the you attitude rather than the I or We.Adopt the right toneIf a letter is to achieve its purpose,its tone must be right.Before beginning to write think carefully about the way in which you want to influence your reader.Ask yourself,what do I want this letter to do?and then express yourself accordingly,being persuasive,apologetic,obliging,firm and so on,depending on the effect you want to produce.Write naturally and sincerelyWhen you sit down to write or dictate a letter,try to feel a genuine interest in the person you are writing to and in his problems.Say what you have to say with sin cerity and make sure that it sounds sincere.Express your thoughts in your own words and in your own way.Be yourself.Write so that what you say would sound natural if read over the telephone.