Business Letter and Writting
Business letter
Business letter is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties. The overall style of letter depends on the relationship between the parties concerned. Business letters can have many types of contents, for example to request direct information or action from another party, to order supplies from a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it produces a permanent written record, and may be taken more seriously by the recipient than other forms of communication
Writing business letter
Strike the right tone. Time is money, as the saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with "I am writing you regarding..." and go from there.
Use personal pronouns. It is perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.”
Write clearly and concisely. Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible.
Use the active voice. When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point
Be conversational when appropriate. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know," "I mean," or "wanna." Keep the tone businesslike, but be friendly and helpful.
Be courteous. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful.
Use “second page” letterhead for additional pages. Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Use “second page” letterhead, which usually has an abbreviated address and is made of the same type of paper as the first page letterhead
Wrap it up. In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Note that the recipient may contact you with questions or concerns, and say thank you for his or her attention to the letter/matter at hand.
Zack Varga Communications
20 merlins lane, newtown, CT 06470
September 28, 2016
Mr. Mark Van Dyke, Professor
Marist College
3399 Nort Road
Poughkeepsie, NY 12601
Dear Mr. Van Dyke:
I am writing to propose an idea for an interactive exercise, which would be performed in a future Public Relations Class. The exercise would incorporate an activity where an “on the spot” choice must be composed quickly in a response to a “crisis” situation that might come across in a public relations department or organization. An exercise such as this can help improve critical thinking skills, as well as making decisions against a realistic deadline in professional settings.
The field of public relations fascinates me because it encompasses through, 2-way communicationthat allows for the regulation of mutual benefits between organizations and its publics. Public relations creates a structure that promotes honesty as well as transparency in a professional field, which appeals to my ideals as a professional. My learning style in more handson and interactive, which allows for easier adaptability when engaging thework force. The exercise suggestion stated above will help your class engage in realistic situation of critical thinking, as promote group collaboration. Exercises as these can help students adjust to think more on their feet as opposed to meeting an extended deadline.
Following acceptance of my proposal, I would like to expect to see the exercise performed in a timely fashion during the next few weeks of your scheduled course classes, preferably Thursday, the 27th. Your response would be most apprecinted if received by Monday of the next week. I hope to hear from you soon. If you have any questions, please do not hesitate to contact me through the contact information provided above.
Sincerely yours,
Zachary.A.Varga
Public Relations Department
Member’s name :
Ilham Hanif 24113274
Khoni Dwi 24113844
Rifky Saeful Ilmi 27113678
Ryan Prabowo 28113158
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