January 18, 2008

Tips for Business Letters

When writing business letters use 8 1/2" by 11" paper. You may want to consider the quality of your paper, as it can send a message that your writing might not be able to--not to say there's anything wrong with copy paper. :) The fonts that are usually used are Times Roman or Georgia. The letter should be single-spaced. Letters are most effective if they are only one page--always remember less is more, usually. To see great example of business letters click here.

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November 2, 2007

Clear and Sincere Thank You Letters in Business Could Make The Biggest Difference

When writing thank you letters there are two key points to keep in mind. First, write clearly and concisely—often, in thank you letters, less can mean more, especially when driven by sincerity. Which brings me to the second point, be sincere.

People can sense sincerity and insincerity. Many people have said that sincerity is a dying characteristic in business. With that in mind—be sincere, it will pay off big in the end. To learn more on how to write thank you letters visit business letter builder at Business-Letter-Templates.com. Learning how to write these simple letters could make the biggest difference in your business life and even in your personal life

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February 20, 2006

Interview Thank You Letters - More than one interviewer

One of our visitors asked a great question the other day:

I have just completed an interview with 2 people and want to address a thank you letter to both. Do I put one name on top, then the other on the line below over the company name and address? Does the saluation become, "Dear Mr Smith and Mr Johnson:" or "Dear Mr Smith: Dear Mr Johnson:" on 2 lines?

If you interviewed with two people and would like to thank them both, you should write two seperate letters. This is much more personal than writing one letter to two people. For the most part, both of the letters will probably be fairly similar, but the recipients will appreciate the time you put into writing them the separate letters. Also, if you only send one letter it is likely that the other person will never see it.

If you need more assistance with writing a thank you letter, a great resource is the cover letter package available at Perfect Cover Letters. This affordable download includes plenty of examples on writing thank you letters.

Thanks for the great question!

We are more than willing to answer your writing questions. You can submit your questions by commenting on any of the posts on the blog.

Posted by Jon at 3:05 PM | Comments (4)

November 30, 2005

What NOT to write in a Business Letter

Ayn visited our site the other day and asked a great question regarding what not to do when writing a business letter.

A professional I know signs his/her name at the bottom of a letter (as should be), but also SIGNS his/her title (for example: M.S.Ed.). Do you know where I can find a list of things NOT to do which will hopefully include this faux pas? Please help; I find this not only unprofessional, but TACKY!

I've got to agree with Ayn that signing your title is uncommon in the United States. Surprisingly, it is very common in countries such as Germany where not calling someone Herr Doktor Schmidt can be considered rude.

You asked for some resources on things that you shouldn't do in a business letter. Here are a couple of my personal no-nos.

Never include a courtesy title if you are not certain of the sex of the recipient. My dad's name is Kerry. I remember growing up that he would tell me that he'd get letters on occasion that were addressed with a Ms. They went straight to the trash. His position was that he didn't want to deal with a salesperson who didn't want to take the time to figure out that he wasn't a female.

Another mistake that people make when writing a letter is including attachments that they never mentioned in the letter. Putting ENC: Sales Forecast at the bottom of the letter is not including it. If you are sending any materials along with the letter, tell the recipient what they are supposed to do with them. Write about what it is and why it is being attached.

One of the biggest mistakes you can make in a business letter is a typo. Read and reread your letter before sending it. Don't just assume that your magnificent communication skills will shine through your misspelled words and bad grammar.

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September 28, 2005

A 'dinger' to get attention at work?

Communication tips can be pretty funny. I subscribe to a Communication Tips Newsletter and the other day they sent out a tip that made me laugh. The gist of it is that if you are having a hard time keeping order in meetings that you should bring in a bell and when someone starts getting off topic you should ring the bell.

Can you imagine being a work in a meeting and having someone 'ding' you for getting off topic. My initial reaction was that this seems like a great way to keep a kindergarten class on topic - but would it work in a business? Probably. Who would want the embarrassment of getting dinged by their boss in a meeting? I'm sure I would think twice before opening my mouth in a meeting.

The only problem with this tip is that it was sent out for use by professional business people. If you need a bell to keep a meeting on track you probably have issues that can't be solved by interrupting someone with a bell.

What's a better way to keep a meeting on track? Create an agenda. Hand it out BEFORE the meeting with a business letter explaining what the purpose of the meeting is. Make sure that you give people enough time to contact you if they want to add something to the agenda. At the meeting, make sure everyone has a fresh copy to take notes on and stick to the agenda. Instead of using a dinger to get attention, all you need to say is, "Let's get back to where we were" and refer to your prepared plans.

Leave the dinger at home - Treat professionals like professionals.

Posted by Jon at 2:24 PM | Comments (0)

September 9, 2005

Using the right communication method for every situation

Technology has changed our world. One of the biggest changes has come in the way that we communicate with each other. We have many options at work - email, letters, faxes, phone calls, meetings - even instant messenger. With so many options, new employees are often confused at when they should write a business letter and when they should schedule a meeting or pick up the phone. Here are some tips to help you choose the right communication method.

Communicating Facts or Information - This information is best communicated in writing, probably with an email or instant messaging.

Communicating Sensitive Information - If you are communicating information that is sensitive or that is likely to result in an emotional reaction, it is best to communicate this information in person. This way you will be able to answer questions that arise and make sure that your message was understood correctly.

Contracts - These should always be in writing. If time isn't important you can send a letter. Usually a fax works great in these situations. Make sure to include a business letter!

These are just a few situations that many business people encounter. Make sure that you choose a communication method that is appropriate for the urgency of the information. If a response isn't needed right away - send an email rather than an instant message. If the building is on fire, don't pick up the phone - run out of your office and tell someone!

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August 17, 2005

Business communication tip: Control dominating speakers

Try subtle techniques to control dominating or long-winded speakers in a group meeting. For example, seat talkative members where you can seem to overlook them when asking questions of the group. Or, when a long-winded person has made a point, cut in as tactfully as possible with, “How do the rest of you feel about that point?” or a similar request for others to participate.

For the complete article, please visit this page.

From the Green Bay Press-Gazette

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