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Business correspondence

Business correspondence

By M.R.FATHIMA HASBANAPublished about a year ago 4 min read
Business correspondence
Photo by Annie Spratt on Unsplash

Business correspondence covers a variety of communications, such as emails, memos, letters, and reports. Here are 79 tips for writing effective business correspondence:

1. Use a clear, specific, concise, and courteous tone when writing.

2. Make sure to proofread your correspondence for any errors.

3. Always address the recipient by their first and last name.

4. Start by introducing yourself, the purpose of the correspondence, and why you are writing.

5. Provide all the relevant information necessary to fulfill the purpose of the correspondence.

6. Keep the content to-the-point and avoid using flowery language.

7. State any requests clearly and request a response at the end of the correspondence.

8. Use strong action verbs such as “develop”, “execute”, and “manage”.

9. Use a respectful sentence structure whendescribing a difficult situation.

10. Double-check all of the details, such as dates, names, and addresses.

11. Conclude your correspondence by expressing gratitude for the reader’s time and consideration.

12. Provide any parting instructions such as what the recipient should do next.

13. Use the active tense when writing.

14. Pay attention to the formatting of your correspondence, such as spacing and fonts.

15. Use a standard business letter format.

16. Personalize your opening and closing remarks.

17. Utilize professional language, instead of slang or jargon.

18. Use a call to action phrase to motivate the recipient to take action.

19. Use a relevant subject line when sending emails.

20. Ensure all attachments and links are secure and virus-free.

21. Check for grammar, punctuation, and spelling mistakes.

22. Explain all technical terms or jargon, as the recipient may not be familiar with them.

23. Whenever feasible, provide the recipient with options to choose from instead of just instructions.

24. Don’t use sarcasm, as it could be misinterpreted.

25. Always use a professional email signature when sending emails.

26. Express goodwill in your correspondence.

27. Keep the introductions and closure comments brief. 28. Avoid using idiomatic expressions or non-standard English.

29. Always attach your contact information in case the recipient needs to contact you.

30. Readyour correspondence out loud before sending, to help identify errors.

31. Keep emails brief and to the point.

32. Don’t use text-speak when composing emails.

33. Don’t make the recipient feel pressured to act.

34. Don’t use all capital letters when composing emails or letters.

35. Don’t send private information in emails unless you're sure it will only be seen by the recipient. 36. Don’t send emails or letters when you are feeling angry or upset.

37. Don’t use overly formal language when composing emails.

38. Don’t be afraid to ask for a response or provide feedback.

39. Don’t include signatures, photos, or other elements in emails.

40. Don’t write emails or letters when you are under the influence of alcohol or drugs.

41. Edit your correspondence before sending it out so that it contains only the most important information.

42. When responding to emails and letters, always restate the main point of the original communication.

43. Match the tone of the recipient’s letter/email with your response.

44. If you are replying to an email, use the recipient's name in your response.

45. Always keep a record of any emails you've sent and received.

46. Before responding to an email or letter, consider the other party's position and objectives.

47. When possible, provide the recipient with additional resources to help them make an informed decision.

48. When replying to an email, provide additional information and context relating to the original message.

49. Break up large emails into several emails if necessary.

50. Use a formal closing at the end of a letter such as “Sincerely” or “respectfully”.

51. Avoid using words like “urgent” or “immediately” in the subject line of an email.

52. Don’t rush the writing process; always give yourself time to proofread.

53. Be careful about how you refer to the person or organization you’re writing to.

54. Always add a salutation such as “Dear” before beginning the body of the letter.

55. Provide a full contact details section at the end of formal letters.

56. Never share confidential information like passwords or credit card numbers in emails or letters.

57Use the correct tone for different types of correspondence.

58. Be aware of language and cultural differences in the audience you are trying to reach.

59. Explain the consequences of not following instructions if necessary.

60. Research the company you are communicating with, if necessary.

61. Avoid suggesting solutions before you understand the issue the recipient is facing.

62. Check the rate of specificity of your correspondence; don’t give too much or too little information.

63. Inform the recipient of any new developments in a timely manner.

64. When possible, provide a timeline of when the action you are requesting should be completed.

65. Provide the recipient with resources and information they can use to achieve success.

66. Address the most important points first and include relevant attachments.

67. Choose your words carefully; think before you write.

68. Tell the recipient whataction you expect them to take.

69. Don’t forget to start with the most important point.

70. Use the recipient’s name when addressing them in emails or letters.

71. If you are replying to a subject line, be sure to include the subject line in the reply.

72. Make sure you include all necessary information for the recipient to make an informed decision

7. Maintain the same level of politeness regardless of the tone of the recipient.

74. Always double check deadlines before sending.

75. Don’t use abbreviations or slang unless you are sure the recipient is familiar with them.

76. Consider adding an FAQ section if you are sending a lengthy email or letter.

77. Utilize bullet points to break up blocks of text and make it easier to read.

78. Include any relevant enclosures or attachments with your correspondence.

79. Always include a “Thank You” at the end of your correspondence.

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