Successful business letters and e-mails are the business card of your company both internally and externally. The following tips will help you in preparing and formulating:
- Planning is half the battle
Imagine writing the following questions: Who is my reader or my reader? What interested and engaged readers? What I want to bring to the reader? What (additional) value can I provide to the recipient?
- Summarize briefly
Tell the reader clearly what you want from him. Be brief and concise. Optimal is a one-page letter. But if you still need more space, please Eight sure that as yet is a paragraph on the second page.
- Select a meaningful subject
The terms “subject” or “Subject” have long since become obsolete, only the header remains. There you get the most important news under – so do the same as the receiver, what it is. Examples: “New: All about …” or “How to get low to the fair!”
- Talk to your receiver directly and personally
Most letters begin with “Dear Mr. Smith” or “Dear Madam”. Why do not you just write: Dear Ms. Smith, Good day Mr. Smith or Hello Mrs. Smith?
- Create a friendly atmosphere
During a conversation you give your counterpart at the beginning and at the end of the hand and to create a welcoming atmosphere. This should also apply to the letters. Be personally that does stand out from the competition – for example, with a nice home or an original greeting at the end.
- Entry: A multiple entry is: “Referring to your letter of … we will tell you …” You should write instead: you have written on us…. Thank you! Or we will send you with this letter…
- The Exit: End your letter not “Sincerely” or “Yours faithfully”. Use the salutation for a personal exit. Examples: Kind regards; Sunny greetings; Greetings from Davidgasse / Berlin / from the office; Greetings in the Wichtelgasse / to Berlin …; Have a good weekend; until next time.
- Write the way they speak
Write your letters in a friendly tone just imagine that you are over your reader or your reader sits up.
Instead, we look forward to seeing you continue to be our customers. Write: Nice that you are our customer! Or we are delighted that you trust us.
- Avoid formulations and phrases
Instead: Dear Mr. Miller! Enclosed we send you as requested in the documents analyzed. We would be delighted if our services will be of interest. Allow us to contact you in this regard in the coming days. We hope to have served and remain with best regards
Be: Good day Mr. Miller, we are pleased that you are interested in the service of AG pattern! I am happy to send you our information plus the current price list. I’ll call you in the next few days, so we can discuss any outstanding issues. best regards
- Use alternately “you” and “We”
Bring the interests of its reader or your reader in the center, not your own. Write more often you / your / you rare and I / we / us / our.
Instead: It’s important to us that our customers are satisfied with our offer. Write: Your satisfaction as a customer is important to us.
- Provide opportunity for feedback
Provide your letter with an inquiry offer. Spell it possible personally!
Instead: For inquiries, please contact our Service Center at any time at your disposal.
Write: You have questions? We look forward to your call / email your (Tel. … / Mail …). Still have questions? The service team is available around the clock … Our service team will inform you in detail. Call us on the phone number … If you still have questions, please contact…
10 PS for your message Use
Use the postscript for a message to the reader, e.g. as a special offer.
PS: On our site you can find today … By the way: Have you clicked on our website? There you will find…
That’s it for today with hopefully helpful tips.
We would be pleased if we can even do something for you!
Until Next Time
Yours XYZ
