How to Be Courteous When You're Writing a Business Letter
Courtesy is vital for business communications, especially when you consider that you are likely to be asking the recipient for something. The Golden Rule of treating others as you would like to be treated is a simple guide, but providing proper information and taking the reader's time into account is another way of displaying courtesy.
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Instructions
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Structure your letter correctly, providing the recipient's contact information and the date. The header, at the top of the letter, should include your name and address, telephone and email, if appropriate.
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Find out to whom you are writing. Addressing your letter to a person instead of using "Dear Sir or Madam" shows you have taken the time to find out about your recipient and is more likely to be effective.
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Use a courteous and respectful tone in the letter. Ask, don't demand, even if you feel you have been wronged. There may be a different side of the story that you have not considered.
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Be clear and to the point. Don't waste the reader's time with tangents. If you need to write an extended letter and then cut it down, do so.
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Don't write when you're angry. You are more likely to be rude. It is much more likely that the letter recipient will want to help you if you can maintain a civil tone. If you must write while angry, write the letter, then throw it away. Then take some time and a deep breath and start over.
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Use a formal closing such as "Sincerely" or "Yours Truly" to conclude the letter unless you know the addressee well. Being overly familiar can be interpreted as a sign of disrespect, even if it is not meant as such.
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Proofread the letter carefully, and remove any part that concerns you. It is better to be safe, and you will feel better after sending it, even if it takes extra time to reword or rewrite a passage.
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References
- Photo Credit paper-clip and short letter image by Anatoly Tiplyashin from Fotolia.com
