People get used to email quickly. During the evening, you can exchange a dozen or more messages, and correspondence with friends and relatives quite often resembles an oral dialogue. However, when composing business letters, you must follow the rules of etiquette, and they are about the same for e-mail and regular mail.
It is necessary
- - a computer with an internet connection;
- - phonebook.
Instructions
Step 1
State the purpose of your message. It is not necessary to write it down, but you must clearly understand whether you want to achieve a new contract, get new clients, hire a new employee, make a claim, or simply congratulate partners on the holiday.
Step 2
Think about who exactly should receive your letter. Its shape largely depends on this. Maybe you don't need to write anything at all, but it will be enough to call by phone, discuss the situation at a specialized forum, or resolve the issue in person.
Step 3
Select the type of letter. For the consumer, this can be an offer of a product or service, other information of an advertising nature. You can conduct a survey. Banks often remind customers of debts or new lending terms. You can send information about vacancies and a notice of employment to the person you would like to see in your team. Some messages must be received by the firm's employees in writing. These are disciplinary information and a reduction warning. Partners usually receive new proposals, complaints and apologies.
Step 4
A business letter must contain certain details, so it is better to develop forms right away. The completed form can be sent by e-mail as an attachment or printed and sent by regular mail by regular or certified mail. At the top should be the name of your company, or even better - the logo. Slightly below are the date and number, and if necessary, then links to network resources (for example, if the terms of the contract or tender documentation are posted on the official website). It is better to use the column for the subject line as well. Make it bold. This will enable your addressee to quickly navigate the documents that are sent to him for signature every day.
Step 5
Specify the last name, first name, patronymic and position of the person to whom the letter is intended. Many firms have their own websites or at least home pages on the Internet. There are probably contacts there. You can call the secretary and find out which of the employees is involved in a particular issue. The company may have namesakes and even employees who have the same surname and initials.
Step 6
Start your letter with a personal address by name and patronymic. It would be appropriate to add the word "respected" to it, even if you are writing a letter of disciplinary action. In the introductory part, remind the addressee of the previous contact, even if it was a long time ago. It is possible that this employee is dealing with many problems. It is necessary to give him the opportunity to orient himself, and at the same time to show that you value his time. This can be a link to a contract signed on a certain date, or a message that a resume posted on the site has been reviewed by management. If you are writing a response, please indicate what kind of action your respondent took as a reason.
