Business Letter Etiquette

Business etiquette is fundamentally concerned with building relationships founded upon courtesy and politeness between business personnel. Etiquette, and especially business etiquette, is a means of maximising your potential by presenting yourself positively.

Writing a business letter is not simply a matter of expressing your ideas clearly. The way you write a letter and the etiquette you employ may have a significant impact on your success or failure in business.

Failure to observe correct business letter etiquette can result in you adopting an inappropriate tone, causing offense or misunderstandings, lack of clarity or purpose and hostility or soured relations.

The foundation of good business letter etiquette is 'Think before you write'. You should be considering who the letter is addressed to, how and why? This will then influence style, content and structure.

Here we cover some of the main issues relating to good business letter etiquette:

Addressing the Letter

Always make sure you have spelt the recipient's name correctly. It may sound simple, but you would be surprised at how many people fail to do so. The recipient's name should include titles, honours or qualifications if deemed necessary.

Many people use the 'Dear Sir/Yours Faithfully' formula when addressing the receiver. Although this is acceptable for routine matters it is impersonal and should not be used when dealing with those you know, queries or complaints. With these the 'Dear Mr?./Yours Sincerely' formula should be adopted.

Once a certain level of familiarity is reached it is not considered bad etiquette to use phrases such as 'Kind Regards' or 'All the best' at the end of the letter.

Confidentiality

If the content of the letter is sensitive, personal or confidential it must be marked appropriately. Marking the letter 'confidential' will suffice in highlighting this fact. If you only want the letter read by the receiver without the interception of a secretary or PA, mark it as 'Private', 'Personal' or 'Strictly Confidential'. If you have received such a business letter it is good etiquette to reciprocate and ensure that all future correspondence is kept at that level of confidentiality.

Style

Proper business letter etiquette requires that a consistent and clear approach, combined with courtesy, be employed. As a rule of thumb, aim to keep all business letters formal in style. Even when the receiver is familiar to you, it is advisable maintain a certain level of business etiquette as the letter may be seen by others or referred to by a third party in the future.

However, this does not mean you should use long or uncommon words to express yourself. This merely looks odd and makes the letter unreadable. It is best to read a letter first and consider whether you would speak to that person face to face in the same way. If not, then re-write it.

Letters should be signed personally. It looks unprofessional, cold and somewhat lazy if a letter is left unsigned. However, having a secretary or PA sign on your behalf is not considered a breach of business etiquette.

Humour

Humour can be used in business letters but only when the writer is completely positive the recipient will understand the joke or pun. From a business etiquette perspective it may be wise to avoid humour. This is because firstly, the letter may be read during a crisis, after receiving bad news or on a sombre occasion. Any other time the humour may have been appreciated but under these circumstances it may dramatically backfire. Secondly, the written word is open to misinterpretation. Your sarcastic or ironic remark may be taken the wrong way. Thirdly, it is possible that the letter may be read by a third party who may deem the humour inappropriate and pursue a complaint of some sort.

Responding

Good business letter etiquette calls for letters to be responded to promptly or within certain guidelines. This may normally be considered as 5 working days. If this is not possible then some sort of acknowledgement should be sent either by letter, fax, phone or e-mail.

Always use reference numbers or clearly state the purpose of the letter at the top, for example, 'Re: Business Letter Etiquette Enquiry'. This allows the receiver to trace correspondence and immediately set your letter within a context.

When replying to points or questions the proper etiquette is to respond in the same order as they were asked.

Managing Conflict

Letters are often an arena for conflicts or disputes. Even in these circumstances there are rules of business letter etiquette that should be adhered to.

If you initiate the dispute then, 1) Explain and set out your case simply and clearly to the most appropriate person, 2) Offer information that may be required by the other party to help answer questions, 3) Indicate a time scale by which you expect a reply or the matter to be resolved.

If you are receiving the dispute then 1) inform senior colleagues who may be affected or who may be able to offer assistance, 2) Submit all replies in draft form for a senior colleague to check, 3) Stick to the facts and the merits of the case and do not allow emotions to become involved, 4) Be polite, patient and courteous.

Using business etiquette in all matters and especially in business letters will ensure you communicate effectively, avoid misunderstandings and maximise your business potential.

About The Author

Neil Payne is Director of cross cultural communications company Kwintessential - http://www.kwintessential.co.uk

---

Sense of Place

What is Sense of Place? It's the image of a... Read More

8 Tell-Tale Signs That Forecast Writing Success!

'Talent is cheaper than table salt. What separates the talented... Read More

3 Quick and Easy Ways to Generate Story Ideas

There are many ways you can generate ideas you can... Read More

How To Self-Publish Your Own Books, Manuals, Reports Or Newsletters

You can make a lot of money by writing and... Read More

Message to Online Writers: Dont Give Up On A Good Idea

The writing community is a strong one, with many new... Read More

Before You Write Your Book, Organize Its Parts - Part 2

If you are a serious writer who wants to publish... Read More

Conflict - How To Keep Your Readers Turning Pages

Some writers are just too kind.They hate to put their... Read More

Basic Writing Tips ? Some Controversial, All Correct

As a previous article ("Making Better Word Choices ? 4... Read More

A Few Brief Tips to Deal with Writing Rejection

What to do when you get rejected.You've just finished your... Read More

Publisher Ethics For Reprint-able Articles

Let's Discuss Publisher Ethics:If you are an ezine publisher or... Read More

Is Horror Dead?

I've noticed a big shift away from traditional horror recently,... Read More

Pairs/Groups Of Words Often Confused - Part 5 of 6

PASSED, PASTPassed is the past tense of pass. Past means... Read More

On Giving and Receiving Feedback

Writing is a personal and introspective process. To share with... Read More

How to Write Headlines for How-to Articles

Want to write a how-to article but can't come up... Read More

Becoming A Successful Author: The Price!

So you want to be a successful author? You want... Read More

The Heart of the Delay: Harnessing The Wisdom of Procrastination (AKA Writers Block)

I am sure that at in some era, at some... Read More

Writing Short Info Reports

People want information, they want it quick, frequently in short... Read More

Writing for the Internet -- How To Give the Readers What They Want

In this article you will find tips on: How to... Read More

Starting a Freelance Writing Career (or How I Sifted Through the Muck and Found My Way)

So, the decision is final. I am a writer.Actually, I... Read More

8 Great Journaling Tips

Mix a martini, don't forget the olives, or pour yourself... Read More

A Few Keys to Writing Effective Dialogue

Every writer expends a great deal of creative energy developing... Read More

For Beginners: Ten Ways To Prepare To Get Published

(Skip directly to ten for the fastest shortcut!)Like any field,... Read More

Creative Writing Tips - Have You Established Your Main Character At The Start?

In the beginning of your story you have to grab... Read More

Write Your Life

Take out a white piece of paper and place it... Read More

Writing IS a Business

Why is it that so many people don't take writing-as-a-job... Read More

8 Ways to Write a Winner Book Fast!

Have you given up on getting your book out of... Read More

Slow Pokes: Short Story On The Changing World Of Writing

"No one will ever know who I am, I'm a... Read More

You Cant Always Believe What You See On Your Computer Screen

You may not remember this, but in the early days... Read More

Top Ten Great Headline Ideas

What Makes a Great Headline?Headlines are far more important than... Read More

Technical Writing for the Terrified

IntroductionSometimes it may be beyond a companies or individuals budget... Read More

Writing the KAIZEN Way

Over the past eight years or so, I have tutored... Read More

The Psychology Of Effortless Writing

I love writing. I love the swirl and swing of... Read More

7 Reference Books for Your Desk

I hate to admit this, but I rarely get an... Read More