Is writing a business letter easy? We’ve been writing letters to our friends and family members all the time, right? But what about writing a business letter or professional emails?
Just as in other professions, poor knowledge of business letter etiquettes can prove costly for Education and Migration Agencies.
If your professional letters disappoint your receivers, the consequences can range from unhappy partners and clients to loss of professional relationships.
When you sit to write a business letter, suddenly you become conscious of smallest details you’d have simply ignored in other situation. How should you address the receiver? What if the receiver perceives the message in a wrong way? What should be the length of your email? What if the receiver finds some mistakes in your email?
What if the receiver finds some mistakes in your email? These questions hardly bother you while writing emails to one of your buddies or family members. But ignoring them in formal situations can land you in trouble.
In this blog, we share key features of a perfect business letter that will be useful for your admin and marketing staff as well as counselors, who have to write letters to clients and partners on a daily basis.
Although it only takes two to three words to greet someone at the start of the letter, doing it wrong can prove costly. If your prospects, clients, and partners find that they have been addressed disrespectfully right at the beginning, your letter is doomed. No matter how professionally you make your case in the subsequent lines, there is a slim chance of your letter receiving a favorable response.
- Courteousness should not be limited just to the salutation part. It should be reflected throughout the letter.
- When replying to an email seeking information about your services, use a proper salutation and start the body of your email saying: “Thank you for your interest in our services.”
- Your email should be interspersed with words and phrases that convey humility, sincerity, and respect. Phrases like “We highly appreciate your help or interests in …” and “We sincerely look forward to…” goes a long way in strengthening your relationships with your partners and clients.
- You should avoid getting too informal and cozying up too soon. Using expressions like “Hey ya,” “What’s up,” etc., are a Big No in a business letter.
- Timeliness is also courtesy
You can convey respect and courtesy also by responding to emails promptly. When situations don’t allow you to respond quickly, at least let the receiver know that you have received the letter and inform them when you’d be able to respond. The sender will definitely feel ignored and offended if your reply is delayed.
2. Clarity is key
A letter will attain clarity when several factors work together. To begin with, if your subject line rightly summarizes the content of your letter, half the work is done. The rest of the content has to be to the point. The key is to keep sentences short and simple and in the proper sequence so the idea flows smoothly from one line to another. Errors also hamper clarity. Misspelled words, incorrect names of people and places, and out of place references to situations and past messages will confuse the receiver.
- Spell check.
- Include only relevant details and information. Edit out generalities.
- Reading out your business letter helps to check the tone of your letter and also catch mistakes.
3. Keep it Clutter-free
Clutter is anything that neither adds to your message nor hampers the essence when you cut them out. But advancements in email services often tempts people to clutter up their emails with emoticons, backgrounding and unnecessary characters. They don’t add any value to your message and only contribute to distracting receivers. Emails with unnecessary formatting look messy and childish and are difficult to read.
- Keep it clean.
- Avoid emoticons
- Avoid unnecessary formatting
4. Control your emotions
You should not let your mood spill over on to your business letter. While replying to disappointed clients, you should choose words carefully so as not to disappoint them even more. You can simply calm down an upset or overeager client by being honest about the situation. Honest admission throws the ball in your client’s court and prevents tense situations from spiraling out of control.
- Don’t respond immediately to emotionally charged emails.
- Get back to such emails after a short gap and review the situation clearly.
- Give an honest explanation of the situation.
5. Use Email Templates
Business letter is often related to similar queries or context. So using email templates makes a lot of sense. It not only saves time but also minimizes the chances of committing errors while replying to your clients’ emails with similar requests or responses. The good thing about email templates is that you can take your own time to create them or simply rely on sample letters drafted by experts.
To make things even simpler for businesses, education consultancy CRM like Agentcis come equipped with “Email Templates” feature. Generally, such features are customizable. That means you can create, update or rewrite email templates that best suit your business needs.
- Look around
The Internet is full of expert advice on what good business emails should look like. You can also study your competitors’ emails to get ideas.
- Stick to prevailing trends
The goal of the business emails is to convey your message to your clients precisely and politely. You don’t have to do anything out of the way. Just follow what is standard and accepted to avoid making your emails seem awkward.
- Test and refine
Study the responses you receive from your template-based emails. If the response is not good, find ways to create better templates.
6. Keep a Checklist:
- Make sure salutation is formal and respectful.
- Make sure you have typed the recipient’s email address right.
- Make sure the recipient’s name is right.
- Make sure the subject line reflects the content.
- Make sure the content is error-free.
An email is different from a face-to-face or phone conversation. It is a record that anybody can use against you. So you can never be overly cautious about writing and sending a business letter.