by T.Hoerner

Created on: September 26, 2008   Last Updated: October 08, 2008

The Successful Business Letter

The importance of writing a good business letter can sometimes be over looked. Many people forget that writing a well organized, easy to comprehend business letter can be the difference between making it to the trash can and making the sale! If making the sale is the path you prefer; following the below steps can help you to stay the course.

1. Before you even put pen to paper, know your topic.

You might need to draw in a new customer, request a change of procedure, or even simply express a situation you believe requires attention. If you do not completely understand what it is you are communicating about, your ability to communicate comprehensively is limited. Do your research and use your resources.

2. Organize your ideas and thoughts.

Often, people will create a brainstorm or scratch list of ideas. If this works for you, great! If not, jot down what you are thinking. Remember to include key points that you want to stress, questions you want to ask, and thought or emotion you want to evoke from the reader. Once you've completed this step, review it, and reorganize it. Cluster like thoughts and re-order your ideas properly. Eliminate ideas that are irrelevant, and sentences that lead to other topics.

3. Keep it short and to the point.

If your letter goes on and on and on. your reader will lose the point or interest or both! Often, outside distractions and other obligations will take priority and the time that is needed to read and understand your letter will not be granted, quickly landing your letter in a trash bin. When you are composing your letter, keep in mind the possible time constraints and many demanding obligations your reader may have. State your point, be clear, followed with your supporting arguments and support.

4. Check your spelling and grammar.

If I had a dime for every letter, email, and note I've received in the last month that had horrible spelling, incorrect grammar and the wrong word, I would probably be on a sunny sandy beach and not in front of this computer! It is not only unprofessional but shows a lack of care taken by the writer. Check, double check and yes, ask your coworker to check too.

These steps are simple enough, yet are only randomly followed. Take the time, make the sale not the trash bin!

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