What Are The Characteristics Of Writing Business Letters?

　　 Writing business letters You are not required to use gorgeous words. All you need to do is to use. Simple and plain Language, accurate Expression What you mean is that you can get a clear picture of what you want to say. Around this point, we have summarized several aspects, hoping to draw lessons from your writing business letters.

　 Colloquial

Each letter's communication is a communication between you and the addressee. People are emotional, so you need to embody the emotional side in your letter. However, many people have a misunderstanding that writing business letters should use a special "business cavity", and write a letter that should have been warm and friendly, dull and lifeless. They prefer to write "Your letter has been received", "Your complaint is being looked into" instead of "being or". In fact, we can simply understand that each letter's communication is not a conversation with the other party, but only the content of the conversation is written on the paper. Use more simple and clear sentences, use my / our subject, so that we can read our letters enthusiastically and friendly, just like the conversation between two friends, so simple, natural and humane.

Imagine what you would say if you apologized to your partner on the phone because you could not deliver on time. I think you would say "I am sorry we cannot deliver the goods today". Since you would say so on the phone, why should you change it into "It is regretted that goods cannot be delivered today" in the letter? Give up this so-called "business cavity", and make your letter as simple, natural and humane as the conversation.

　 Tone of voice

Since the letters you write are purposeful, the tone intonation used in your letter should also be in line with your purpose. Think carefully before writing. What kind of purpose do you want to achieve in writing this letter? What kind of influence do you want to have on the recipient? It is apology, persuasion, or resolute, demanding sex. This can be expressed by tone and intonation in the letter.

* sincerity

Sincerity is the most important and fundamental basis for communication and cooperation in life, so your letter must also fully reflect your sincerity. Whatever you say, you must bring your sincerity into account. Take the written letter and read it again to make sure that if the other person is talking to you on the phone, he will be able to feel your nature and sincerity.

* direct

Like you, your partners read a lot of correspondence documents every day. Therefore, the letter must be brief, concise and concise. If it is incompatible with the theme or content that does not generate benefits for the purpose of the letter, please relentlessly abandon them. Because these contents can not only make communication unobstructed, but will confuse the public, not only can not interest the readers, but will make them angry and disgusted.

* politeness

What we call politeness here is not simply using some polite expressions such as your kind inquiry, your esteemed order, etc. Instead, we need to embody a way of thinking for others and being considerate of their feelings and situations. If you are in such an attitude to communicate with others, even if you refuse your request this time, you will not lose this friend, and will not affect future opportunities for cooperation.

In particular, we must first understand and respect each other's views when our views can not be unified. If the other party's proposal is unreasonable or unfair to you, please show your high profile, you can argue and explain your point of view, but pay attention to courtesy and courtesy and avoid offensive language.

It is also a reminder that Chinese people have a saying that "too much is too bad". Once anything is over, the effect is not good. Too much politeness may turn into flattery, sincerity and innocence. So the most important thing is to grasp the "degree" in order to achieve the desired effect.

* concise

As mentioned earlier, you should use simple and simple language to write letters, so that your letters can be read simply, clearly and easily understood. Use common words to avoid unfamiliar or spelling complex words. When a word can be expressed, do not use phrases. Use short sentences because they are easier to understand. Use the word "and", "but", "however" and "consequently" to make sentences redundant. Do not use multiple words of the same meaning in the same letter. For example, you wrote "goods have been sent" in front of you, then don't use other words such as "forward" or "dispatch" when you mention it later. Because writing like this will mislead your readers to meaninglessly consider whether there are other meanings between these words.

* precision

When it comes to data or specific information, such as time, place, price, number and so on, try to be as accurate as possible. This will make the content of communication clearer and help speed up the process of affairs. {page_break}

　 Pertinence

Please write the name of the other company in the mail, or directly address the addressee's name on the letter. This will let the other person know that this mail is specifically for him, rather than the kind of mass circulars, so as to express this importance. Of course, if you can't confirm the name of the recipient, write "Dear Sirs" or "Dear Sir or Madam" in the column of address.

　　 Plain language

As we said before, business letters need not use flowery phrases. According to western language habits, they are more willing to use concise and plain language. So when we engage in business communication with westerners, we should try to avoid gorgeous and complex words and phrases. For example, "We look forward to a bright and glorious future of cooperation", it is better to write directly to the "of", "so it is more in line with westerners' language habits."

　 Reply promptly and promptly

Reply to buyers must be prompt and timely. Because buyers usually look at the first few replies received and choose the right suppliers from them. If your reply is not timely enough, you may lose business opportunities because you can't get the chance.

Title

This is especially aimed at writing e-mail. Perhaps many people do not realize that in fact, the title of E-mail is a very important part. The first impression that your email gives to the other person is done through the title. If the title is not content and looks like mass spam, many buyers will delete it directly. For example, such a title "How are you?", "Can we work together?", it is recommended that you change to "Proposal: Bright Ideas Imports--Zhejiang Imports--Zhejiang" or "you", so that your mail will become more professional.

Proofreading

After finishing writing, check it. The most important thing is to ensure that the spelling and grammar are correct, and then check the facts, data and so on. We all make mistakes, but even if you have a slight mistake in your letter, it may undermine your credibility in communication and cast doubt on other information you express.