2torial #0733:
Learn2 Write a Business Letter (continued)

Write and revise

The easiest way to write a business letter is to concentrate on what you want to say first, and worry about the proper format later. Start by organizing your ideas, whether in an actual outline or just as a rough picture in your mind of the major points you want to address.

The opening paragraph should explain why you're writing and establish the proper tone. A sentence or two is all you need, because you'll clarify your concerns in the following paragraphs. As you continue into the body of the letter, keep these guidelines in mind:

• Develop your letter in a concise manner and make each point a separate paragraph. Arrange them in a logical order.

• Make it easy for the recipient to respond to or act on your letter without having to contact you for more information. This means being specific and providing any necessary documents. If you're placing an order, for example, include product names and serial numbers, price per unit and total amount, and how you will pay. If it's with a credit card, remember to include your card number and its expiration date.

Complaints about a product or service should include the model and serial number of the product (if applicable) and a description of what happened.

Requests for information should explain exactly what you'd like to know.

• Refer to any previous correspondence. Has the recipient written to you before? If so, having a copy of that letter close by as you respond will help you address his or her points directly. It can also serve as a guide for the proper tone.

• If you'll be including enclosures or attachments, mention this in the body of the letter, where appropriate.

• Summarize and conclude the body, explaining how you'll follow up the letter, if necessary. If applicable, specify where you'd like a reply sent, especially if it's different from the address included in the letter's heading or on the envelope.

Consider how your letter will be received. Choose words that the person on the other end will understand--don't use technical terms just because you think they make you sound more intelligent.

Likewise, avoid outdated expressions. "Permit me to remain," or "I remain" should not be used as closings to your letter. Old-fashioned words and phrases such as "herewith," or "pursuant to" are better stated in simpler language.

Maintain a professional tone. If you're writing a complaint or a rejection notice, be careful not to use offensive language.