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Writing characteristics of business letters

Writing Characteristics of Business Letters Writing business letters does not require you to use gorgeous and beautiful words. All you have to do is to accurately express your meaning in a simple and plain language so that the other party can understand exactly what you want to say. Around this point, we have summarized several aspects and hope to draw lessons from your writing business letters.
Colloquialization <br>The correspondence between each letter is an exchange between you and the recipient. People are emotional, so you need to embody the emotional side of your letter. However, many people have a misconception that writing a business letter should use a special "business cavity", so a letter that should have been warm and friendly is dull and dead. They would rather write "your letter has been received", "your complaint is being looked into" instead of "i have received your letter" or "we are looking into your complaint." In fact, we simply understand that each time a letter is not a conversation with the other party? It’s just that the content of the conversation is written on paper. Use some simple and clear statements and use me/us as the subject, so that our letters can be read with enthusiasm and friendliness, just as simple, natural, and humanized as the conversation between two friends.
Imagine, if you apologize to your partner on the phone for not being able to deliver on time, what do you say? I think you will say "i am sorry we cannot deliver the goods today". Since you would say this on the phone, why should you change it to "it is regretted that goods cannot be delivered today"? Give up this so-called "business cavity" and let your letter be as simple, natural and human as the conversation.
Tone tone <br>Because the letters you write are purposeful, the tone of tone used in your letter should also suit your purpose. Before you write, you may want to think about it carefully. What kind of purpose do you want to achieve when you write this letter? How do you want to influence the recipient? It is apologetic, persuasive, resolute, and demanding. This can be expressed entirely by the tone of the tone in the letter.
Sincerity <br> Whether it is the communication in life or the cooperation in business, sincerity is the most important and fundamental, so your letter must also fully reflect your sincerity. No matter what you say, you have to say it with your sincerity. Take the written letter and read it again to make sure that if the other party is talking to you on the phone, he will be able to feel your nature and sincerity.
Direct <br> Just like you, your partners read a lot of letter files every day. Therefore, the letter must be written in a concise and concise manner. If it is content that does not meet the theme or does not yield an interest for the purpose of the letter, please abandon them without mercy. Because these contents can not only make the communication smooth, but will confuse the audience, not only can not make the readers interested, but will make them annoyed and resentful.
Courtesy <br>The courtesy we say here is not just a few polite expressions such as your kind inquiry, your esteemed order. It is to reflect an attitude that is considered for others and that is more understanding of each other's mood and situation. If you use this attitude to communicate with others, then even if you refuse the other party's request this time, you will not lose this friend and will not affect the opportunities for future cooperation.
It is important to note that when the views of both parties cannot be unified, we must first understand and respect each other's views. If the other party's advice is unreasonable or unfair to you, please show your high profile, you can argue to explain your point of view, but pay attention to courtesy and avoid offensive language.
I also want to remind you that the Chinese have a saying that they are "too far behind." Anything, once it’s overdone, the effect is not good. Courtesy over the head, may become flattery, sincerely over the head, will become naive. Therefore, the most important thing is to grasp the "degree" to achieve the desired effect.


Concise <br> As mentioned earlier, write letters in a simple and plain language to make your letters simple, clear, and easy to understand. Use common words to avoid unfamiliar or spelled words. If a word can be expressed, don't use a phrase. Use short sentences because the sentences are easier to understand. Use "and", "but", "however", and "consequently" to make conjunctions that make sentences longer. In the same letter, don't use multiple words of the same meaning. For example, if you wrote "goods have been sent" before, then don't use other words such as "forward" or "dispatch" when you mention this later. Because this writing will mislead your readers to consider whether the words have other meanings.
Accurate <br> When it comes to data or specific information, such as time, place, price, item number, etc., as accurate as possible. This will make the content of the communication clearer and help to speed up the process.
Targeted <br>Please write the name of the other company in the email, or directly address the recipient's name in the letterhead. This will let the other party know that the email is specifically for him, not the kind of circular letter, which indicates the importance of this. Of course, if you are not sure of the recipient's name, write "dear sirs" or "dear sir or madam" in the title column.
The language is simple <br> We said earlier that business letters do not need to use gorgeous words. According to Western language habits, they prefer to use a concise and simple language. Therefore, when we conduct business communication with Westerners, we must try to avoid gorgeous and complicated words. For example, "we look forward to a bright and glorious future of cooperation", it is better to write "we hope to have the opportunity to work together with you in the future.", which is more in line with Western language habits.

Reply promptly and promptly <br> Reply to the buyer, be sure to promptly and promptly. Because buyers usually only look at the first few responses they receive, choose the right supplier. If your response is not timely enough, you may lose business opportunities because you can't get the chance.
Title <br> This is especially for writing emails. Maybe a lot of people don't realize that, in fact, the title of e-mail is a very important part, and the first impression of your email to the other party is done by the title. If the title has no content and looks like a spam message, many buyers will delete it directly. For example, the title "how are you?", "can we work together?", suggest that you change to "proposal: bright ideas imports--zhejiang textile's partnership opportunity" or "introduction: our product offerings for bright ideas imports." Your email will look more professional.
Proofreading <br> After you finish writing, be sure to check. The most basic thing is to make sure the spelling and grammar are correct, then check the facts, data, etc. that you provided. We all make mistakes, but even if there is a small mistake in your letter, it may undermine your credibility in communication and cast a shadow of doubt on other information you express.

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