THE ART OF WRITING BUSINESS LETTERS:

The modern system of transport and communication has brought about quite a revolution in the world of commerce and trade. The enlargement of market and quick transportation of goods have given an unthinkable fillip to trade and business. The postal department has done creditable service in this regard;


Letter-writing is an art, more so is business letter writing. Modern trade and commerce are so widely and vastly spread over space that it is quite impossible for the managements to go personally or send representatives to various customers or agencies for furtherance of business interests. Hence, much of business these days is carried through business correspondence. Some business-houses receive so many letters daily that they have employed a number of stenographers to get dictation and to type replies so that there occurs no delay in various transactions. A man of commerce has to write various type of letters. He has to send orders for purchase, complaints regarding receipt of wrong or damaged goods or about non-compliance of certain conditions, for realizing debts, for getting loans from banks or for sending advertisements. In short, there can be as many kinds of letters as there are business interests. Brevity, simplicity and correctness should distinguish a business letter. It should be courteous in tone. It should never be dry or curt in spite of provocation. A customer may use unbecoming language, a trader never. Even if you have to refuse a concession, say a mild no. Always give hope of extending best service and of accommodation in future.

The whole personality of the writer, nay of the business concern is projected in a letter. The paper, the latter-head, the ink and even the envelop that carries the latter, matter. The latter should be neat, clear and definite with full address, date and reference. One must be very careful while writing a business latter because a business latter is a written document and can be produced in court if a case of any dispute arises between the parties. One should, therefore, be very definite and clear about the terms and conditions when dictating a latter. It is better to note down hints first and plan what to write before dictating to the stenographer. While writing a reply, you should always keep the letter of the addressee before you. The tone of a business letter is formal. A business letter is not a personal letter and there is not that intimacy which marks all personal correspondence. However, while keeping a formal tone, you are to show business closeness or special treatment you are giving to addressee. Since letter-writing is a great art, one must have mastery over the language in which one usually writes such letters.

One should acquaint oneself fully with all the business and technical terms and phraseology which one has to draw upon while writing business letters.