Words can hurt and heal, and business correspondence is an excellent example of the magical effects of literacy and style on your partners.
You can inadvertently hurt your business colleagues badly and ruin your business career. Please acquaint yourself with the following mistakes in the drafting of business letters so that in your correspondence to do precisely the opposite in the future. The essay writer assures you that the design of the letter is no less important than its content. Look what blunders are allowed most often. Try never to repeat them.
Mistake 1. Beating Around the Bush
Write a draft of a business letter and reread it three times. Throw out all the “water” from the text as you read it. Get right to the point, right from the first lines. Your business partner doesn’t have unlimited time to read letters. Therefore, it is not necessary to tell the background of the event. For example, you don’t need to describe all 25 of your previous jobs on your resume. Specify three, truthfully describing the work period and the reason for dismissal.
You shouldn’t start the letter in a commercial proposal by praising your firm. Yes, you, as an employee, are proud of your company, but the counterparty does not care about this. He needs five wood cars at a price 20% below market, so offer it right away, right in the first paragraph. If the partner does not immediately see its benefits, it is highly likely to lose interest in your letter. Important! The longer your text, the less willing you are to read it. You think that 15 pages long resume will fully tell you and get the desired job.
There is a high probability that they will not read it. Don’t get carried away, and you’ll get a head start in your correspondence over your competitors. After all, your letter probably won’t be the only one.
Mistake 2. Not an Official Style
You are writing a business letter, not a story about the summer you spent. So no weasel-shortening words: “carriages,” “logs,” and “day” leave for the game with his son in the prefabricated railroad. If you sell the wood in cars, then write in this spirit: “We are ready to deliver to you 20 cars of rounded logs in 3 days. It is a false idea that frank and straightforward words will favor you with a partner. Most business people will see your lack of seriousness in even one such casual flashed word.
The trained eye of an experienced manager immediately notices stylistic illiteracy, after which your letter will cast a shadow on the reputation of the company. It would help to avoid “broodershats” – this is a sharp transition to vernacular language in a business letter. It is highly likely to take away points from your business reputation in the person’s eyes in question.
Even if you are a simple person and like familiarity, please don’t do it in business correspondence. You think you can say hello in an official style and end the correspondence with cronies. It is the wrong approach. You must maintain a dry and formal narrative throughout your post. Such an approach will show your culture and knowledge of business etiquette. In business, this is highly valued.
Mistake 3. Use Sentences That are Too Long and Too Short
The optimal sentence length is two lines. You shouldn’t write complex sentences. Even perfect from the point of view of the Russian language punctuation will make the text extremely uncomfortable to read. But it is also not necessary to stoop to the style of “Night. Street. Lantern. Pharmacy.” If you push the idea that you do not know how to put a comma and a dash. The reception of two short sentences is often used to hide their illiteracy. The ideal is to alternate sentences of different lengths. By doing so, you will show your writing culture, your ability to express your thoughts, and your concern for the reader.
Mistake 4. Write a Business Letter as a Solid Canvas
Get the formatting of your text right. “Sheets” of sentences without lists and subheadings look uninformative and challenging to understand. Create numbered or bulleted lists, highlight subheadings, use bold or italics for the main words. Your letter should give its recipient the main idea of the message at first glance at the text. It is good if the figures, statistics, expert conclusions, and other verified and concrete information catch the eye. Information placed in bulleted lists is read very readily. So the recipient of the letter will immediately understand exactly what you wanted to say with your message.
Mistake 5. Using a Lowercase Letter at the Beginning of a Sentence
This mistake is the usual laziness that appears in correspondence in social networks. It is acceptable for informal messages to start a sentence with a lowercase letter, but it is vast illiteracy in business writing. The person who reads this letter will see a lack of respect for himself. He is asked for something, makes a reasonable offer, but does not even design to capitalize the first word in the sentence. It is the height of rudeness in business communication.
If an employee allowed himself such a blunder in his resume, he is unlikely to get a manager’s job, let alone a higher vacancy. Such a letter layout shows a low culture, ignorance of Russian, and an unwillingness to understand even the basics of business correspondence. Therefore, such a “specialist” can apply for a job as a loader, janitor, or driver, where paperwork and communication with people are kept to a minimum.
Mistake 6. Being Clever and Using Words you Don’t Understand
Without professional vocabulary is not necessary. It is foolish to replace the well-established phrase “cylindrical log” phrase “log in the form of a cylinder. Such a substitution shows your professional illiteracy. But it is not necessary for business communication too often to use obscure for most people borrowed analogs.
If you saturate your business letter with difficult words and phrases, there is a high probability that the recipient will misunderstand you. That is, he will understand the meaning you put in the comments but will make his own not very positive impression of you. When you use borrowed, outdated, or jargon words in a business letter, you probably want to show your literacy and intelligence. The recipient of the letter evaluates the situation quite differently before the eyes appear the image of a person who can stand out only a couple of not very well inserted rare words.
Mistake 7. Set Ultimatums
A difficult day at work and difficulties imposed on the style of writing a business letter. Your excitement, anger, and resentment can easily spill out onto the paper. For example: “If you don’t want to pay more, buy five carloads of logs from us within 3 days – the discount of 20%. The author of the phrase wanted to make a good business offer, from which you do not want to refuse. But the recipient quite reasonably saw this phrase as an order.
Why should he urgently buy five cars of round logs? Maybe he doesn’t need it now. The above phrase logically wants to add a continuation: “Otherwise we will impose sanctions. The partner is not asked to buy the product but is forced to do so, using the techniques of ultimatums and pressure on the psyche. It would be better to draft a commercial offer as follows: “Dear partner, please read our new prices. You can order five cars from the logs with a discount of 20%. The offer will be valid for three days. Thank you for your attention.
Mistake 8. Change Letter Subject
If your letter is about the commercial proposal for the sale of logs, you don’t have to add at the end that your company is engaged in the manufacture of furniture. Serious people will send a separate letter for that. Important! For business, correspondence is a relevant rule: one letter – one topic. Accuracy and specificity are appreciated. To offer “everything at once” – is the destiny of low-class businessmen. If there are several issues in one commercial proposal, it is advisable to number them. For example:
- Terms of delivery of logs.
- The order of payment for the goods.
- Acceptance of claims.
- Warranty on products.
During the day, the average addressee receives a massive flow of information from different sources. So we have to switch from one topic to another. Give the person the opportunity to understand what you want in the letter immediately and without misunderstanding. Use the “one letter, one subject” rule to do this.
Mistake 9. Caps lock, Lots of Exclamation Points, Emoticons, and so on
Exclamation marks are used in fiction to express strong feelings. The expression has no place in business communication, so you should not use this punctuation mark in official writing at all. It would help if you did not write capital letters to highlight an essential part of the text. The abundance of capital letters gives the interlocutor the impression that he is being yelled at. You can forget about the success of such a business letter at all. The hyphen is a symbol of mystery and understatement. The artistic device is often used in romantic correspondence when a girl wants to create a puzzle in a young man’s eyes.
For business communication, such an approach is unacceptable. There is no place for secrets – everything must be clear, precise, and understandable. Similarly, with the brackets at the end of the word and emoticons. You want to show the person your friendliness and affection, but in fact, he sees the lack of seriousness and complete disregard of the established etiquette of business communication.
Please, remember these simple rules of business correspondence and do not let illiteracy destroy your career. Literacy is always appreciated and will be received with an exclamation point. Illiteracy is very likely to put a fat stop to your business career.
About the Author
Jana Rooheart is a blogger with extensive expertise in creative writing, psychology, and digital learning tools. Jana shares her expertise on the WowEssays.com blog, specifically sharing tricks in the field of academic writing. Jana gives practical tips that help a large number of students when attending college or university.