What Are Business Letters?
Business letters are formal letters written during the course of business. They can be in the form of internal memos, external reports or even application cover letters. Business writing is extremely different from other forms of humanities and personal writing. It is formal in every regard and must be precise, as most business letters hold substantial importance for a company's purpose and cannot be misunderstood.
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Proper Pronoun Usage
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When writing a letter to a friend or contact outside of work, you are free to use whatever pronouns you desire. When writing business letters, only two pronouns should be used -- "I" and "you". The "I" pronoun is used in reference to the writer. This gives the impression that you are taking full responsibility for you writing. The "you" pronoun is in reference to the readers, whomever they may be. Never use "we" in a business letter, as it could be interpreted as speaking for your company, and this is frowned upon.
Voice
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Business letters must be in active voice, not passive. Proper voice not only shortens the length of the sentences but also adds clarity throughout. For instance, avoid saying, "The net loss of this divestiture was grossly overestimated." This statement is passive and it leaves the reader wondering who overestimated it. Instead it should read, "The local sales team grossly overestimated the net loss." This sentence is direct, and it points to exactly who made the error.
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Courtesy
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While it is essential to be precise in business writing, you should avoid being blunt. Never insult anyone in a business letter regardless of how logical the insult seems. For instance, never say, "Your project was declined because of its poor presentation." This statement directly insults a recipient who was already rejected. Instead say, "After careful consideration of your project's presentation, I have decided to prioritize other projects this quarter." This says the essential information without insulting the recipient.
Top Information
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One area most people struggle with is the top headers of a business letter. The rules for these are as follows:
The first heading includes the return address and contact information with a space afterward. The second heading lists the address you are sending the letter to. Be sure to include proper names and titles. The greeting should begin with "Dear" and state the recipient's entire title again.
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References
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