Tips for good business writing

LETTERS –

       You can influence and motivate people with a well written letter or email message.

        Business letters should be well set out and free from errors.

        The main message should be brief and factual.

        The opening paragraph should quote references or previous correspondence.

        Use an active voice to focus on your readers. Try writing chatty letters.

* Answer promptly and keep to the point.

        Try to answer all letters, or emails as soon as possible.

* Keep your message brief

       Get to the point right at the start. Start with the main message.

* Use plain language

       Try to use short sentences and the simplest words possible.

        If necessary break topics up with simple headings – like I have done in this blog.

        Try to limit each paragraph to one topic.

* Be firm, positive and helpful

       Try for a polite closure  with a summary statement giving the action you require, or will carry out.

* Proof read the letter carefully

       Don’t  let your computer change any of you words  or you could be in great trouble.

        Never send a letter without carefully removing surplus words and check spelling and your punctuation. Different countries spell words differently, so take care.

        Is this what you really wanted to say? Are you sure your message is clear and will be understood.

        Controversial messages written in times of stress are best left over night and reread next day after a sleep when you have cooled off.

        If your letter is sent as hard copy only use quality paper and your message should have plenty of headings and white space.

Geoffrey Moss (mossassociates.co.nz)

“Try to leave unmentioned what the recipient already knows, instead tell them something new.”

For those in need,  download our FREE book “NO JOB! WHAT NOW? available from our website.

Source: Time-Savers, Moss Associates .Ltd  New Zealand; McGraw-Hill, Australia; Times Business Books,  a Federal Publishing House, Singapore and  Qingdao Publishing House, China.