Correct Structure Of Business Letters Commerce Essay

Correct social system Of Business Letters Commerce Es understandFew calling proceeding argon carried through successfully without equipoise at some point. Enquires must be answered, quotation given, order placed, complains dealt with, transport and insurance arranged and describe settled. Letters must be written to customers, salesmen, agents, suppliers, bankers, ship testifyers and many others they cover every conceivable phase of blood line activity. They are the souseds silent salesmen and, often enough, diddle its only contact with the outside world. Hence the need to create a goodly impression, not only of the publishrs firm, merely also of the keepr himself as an efficient person eager to be of service.In our Business courses that meet are to be found over hundred specimen earn dealing with a comprehensive range of transactions of the kind handled in concern every day. They are presented, not as models to be copied, for no two business teaseuations are ever qui te alike, but frame of as examples written in the modern English style to lucubrate the accepted principles of good business writing. For those wishing to use the collection as business tool, consisting of headings under which garner are classified and grouped agree to subject matter, supplies a convenient and useful source of reference.Every business earn is written to a economic consumption each has its own spare aim, and mavin of the features of this course is its use of explanation to show how the various earn set out to achieve their aims. Basic legal principles relevant to divers(prenominal) 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 earn included are written in straightforward and meaningful style of the modern age and should be of finicky serve well to the overseas user, and especially to students from Ra ffles College where commercial proportion is taught either as a general business accomplishment or as a preparation for the various examinations.Business earn/ email 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 salaryCredit and status enquiresAgenciesForeign tradeBanking (1) home businessBanking(2) honorarium in foreign trade extend (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 keep in touch with its customers often enough it is the only ane customers form their impression of the firm from the tone and quality of letters it sends out. acceptable quality paper and an attractive letter head p lay their bankrupt in this, but they are less authoritative than the message they carry, but it does require us to express ourselves accurately in plain spoken language that is release 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 give in into a personal relationship with our reader. Like us he has feelings and we sensnot kick in to disregard them. This is a necessary reminder because many people who are warmand intimate by nature become persons of quite another sort when they sit down to write or dictate a business letter. They seem to weigh that business letter call for a special kind of Business English. They forget that they are holding conversations by ring armour and make use of impersonal constructions that produce a cold and removed tone. They prefer to write your letter has been received instead than the warmer and homelier I have r eceived your letter, and your complaint is macrocosm looked 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 much suited to letter writing.The whole secret of good business letter writing is to write simply, in an easy and rude(a) way like one friendly human being talking to another. Make your letter or e-mail, thus sound as much as possible 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 front of the reader and address yourself to his interests. Tell him all he wants to k in a flash and dont distribute him to guess between the lines2-Adopt a tone suited to the occasion and purpose of the letter3- economize naturally, as you would talk, using plain and familiar row4- Write clearly and to the point. The dominant need in all business writing is exactness expressed in language that is absolutely clear5-Write courteously and make your letter sound friendly and sincere6- reduce wordiness, but at the same time remember that it is more all important(p) to be clear and courteous even if it means using more words7- Avoid commercial jargon with its roundabout and meaningless forms of look8- 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 in the end impressions leave a special mark on the reader12- silicon chip 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 figure 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 stick out 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 sincerity 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.