What is attitude in a business letter?

What is attitude in a business letter?

What is the importance of ‘you’ attitude in a business letter?
 Hello guys here you will get the importance of Your attitude in a business letter.
As we know from analyzing our own mental filters, we human beings are self centered creatures. Because we are self-centered, we tend to see each situation from our own points of view. In letter writing situations, this attitude may lead us to a writer-oriented, we-view point approach – one that places emphasis on ourselves and our interests rather than on our readers and their interests.

Such approaches obviously do not elicit the most positive responses in our readers, because they too are self-centered. The result is not conducive to building goodwill, nor does it help get your readers to do things you want them to do. you can achieve more positive effects by writing in the reader’s point of view. (R. V. Lesikar and J. D. Pettit, Jr, 1996: P. 137)

business letter

From the above paragraph we can reveal the following things:
1. We like to explain any situation from our own point of view.
2. We actually observe and understand what we want to observe and understand.
3. As an individual like us, our reader also likes to explain the situation from his/her point of view.
4. To make the reader convinced and to get favorable response from the reader, reader’s attitude should be realized.

In the words of lesikar and Pettit, “You-view point writing emphasizes the reader’s interests. It is an attitude that focuses on the reader’s point of view”.
Illustration:

Thus it can be stated that by adopting you-view point following benefits can be enjoyed:
1. Creation of friendly atmosphere.
2. Motivation the reader.
3. Establishment of mutual trust.
4. Can create favorable outcome even in a bad-news situation.
5. Accomplishment of the goal of the letter.
6. Enhance goodwill of the firm.

Finally it can be said that for the above benefits the ‘you’ attitude is not only important but also essential for effective letter writing.

Purpose of a business report

What is an Order letter?

What's an Order letter?

Discuss the considerable causes for drafting an Order letter.
The letter which conveys the message for supply of solutions is known as letter of order. In other words, the letter by which a buyer formally requests a seller to supply solutions is referred to as order letter.
An order letter also treated as the formal contact in between the buyer and seller.
Example of Order Letter:

Order letter

Considerable factors for drafting order letter:
Following factors must be regarded as in drafting an order letter.
1. Detailed description with the goods.
2. Mention the delivery time.
3. Provide specifications on the solutions with regards to size, color, style, high quality etc.
4. Shipment forwarding directions i.e. the root from the transportation.
5. Mode of payment.
6. Mention around the discount factor.
7. Formal request for timely delivery.

What is an adjustment letter?

What is an adjustment letter?

What is an adjustment letter?

What are the essential factors of an adjustment letter?
Letter that written in response to a complaint letter is known as adjustment letter. In other words adjustment letters are written to resolve the claim raised by the customer or sender of complaint letter.

Adjustment letters also follow a formal but friendly tone to hold the mutual relationship. Reply to the complaint letter may be favorable or unfavorable or unfavorable but it must be drafted to resolve the dispute that arises due to the claim.
Examples of Adjustment Letter

adjustment letter

What is Non-Verbal Communication?

Essential Factors:
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1. Admit the fault if the customer is right.
2. Immediate response should be provided.
3. Express sorry for own fault.
4. Provide assurance for rectification.
5. Use of polite language.
6. Maintaining courtesy.
7. Logical explanation
8. Provide necessary corrective action (if necessary).

Purpose of a Business Letter

What is the purposes of a business letter?

The functions or purposes of a business letter
Business people have to communicate with the suppliers, debtors, creditors, customers and with other concerned parties to exchange information. Business letters are basically used to communicate with the above parties.

According to Ricks and Gow, “The primary purposes of business letters are to inform, instruct, request, inquire, remit, order, advice, correct and to question.”

Functions or purposes of business letter are as follows: 

Purpose of Business Letter

1. Convey information:
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The basic purpose of any business letter is to convey information regarding business activities. Information can be transmitted through business letter to customers, suppliers, debtors, government authorities, financial institutions, bank and insurance companies and to any other parties related with the business.

2. Conclude transaction:
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This is one of the specific purposes of business letter. To conclude in completed transactions business letters are frequently used.

3. Creation of demand:
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Business letters especially circular letters used to create demand for new products. Circular letters can communicate many people in the same time.

4. Creation of goodwill:
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In this electronic era messages can be sent within few seconds through electronic media but a well decorated business letter has its own importance in creation positive image of the company.

5. Expansion of business:
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Through goodwill messages and through circular letters existing market can be expanded.

6. Establishment of relationship:
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Another important purpose of business letter is, it helps to establish mutual relationship with the customers, suppliers and with the other interested parties.

7. Evidence:
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Business letters are also used to maintain documentary evidence. Letters can be preserved for future reference.

8. To inquire:
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A business concern not only sends messages but also receive information from the outside. To run the business any firm need different types of information from outside. Through business letters firms can inquire regarding necessary matters.

9. Placing order:
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It is a very common purpose for using business letter. Both trading and manufacturing concerns need to place orders for finished goods or raw-materials to run the business.

What isBusiness letter?

10. Problem solving:
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In the course of business, disputes and misunderstanding may arise. Business letters play vital role in solving such misunderstandings.

What is Business letter?

What is Business letter?

What do you mean by a Business letter?
A letter is a formal piece of writing used to exchange information of various types. It acts like an ambassador. Perhaps letter is the most widely used means of written communication.

Business Letter

In business world letters used for different purposes; like placing orders, making inquiries’, making credit request, requesting claims and adjustment etc.

Letters used for business purposes can be termed as business letter. Business letters convey messages regarding various business activates.

In the words of H. A. Murphy and others, “The medium used most often for written messages to persons outside your organization is the business letter.”

W. J. Weston said, “Business letter is the process of accomplishing business transaction in written form.”

Types ofcommunication network

Thus it can be stated that business letters are used to initiate, carry out and to conclude business transactions.

A good business letter

A good business letter

What are the essentials of an effective business letter?
Or, what factors should be considered to draft an effective business letter?
Or, discuss the qualities of a good business letter.

A business letter is like an ambassador which conveys message to the reader to achieve predetermined objectives. But due to poor planning messages may be wrongly interpreted by the reader and the objective may not be achieved. To write an effective business letter following factors should be considered:

A Business Letter

1. Well defined objectives:
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There is an old saying ‘an aimless ship never able to reach the destination’. In case of business letter- a letter without specific objectives is meaningless. Thus to be effective business letters need to have well defined objective(s).

2. Clear concept:
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If the writer does not have clear concept about the subject matter then it will be very difficult on his/her part to make the subject matter understandable to the reader.

3. Evaluation of reader’s position:
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This is perhaps the most important thing that should be taken into consideration to draft an effective letter. The attitude, cultural and religious background, educational level, level of understanding etc. of the reader is likely to be different from those of the writer. That is why, to be successful the writer must try to get idea about the aforesaid aspects of the reader.

4. Accuracy/Correctness:
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There is nothing painful than preparing letter with wrong information. It not only fail to achieve the goal but also detrimental for the goodwill of the firm. Thus correctness of the message must be ensured.

5. The ‘you’ view:
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To ensure effective writing the writer should put himself/herself in the reader’s place. And then try to realize how the reader will respond to the letter.

6. Clarity:
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Letter should be drafted clearly and there not be any sort of ambiguity.

7. Completeness:
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It means messages should be presented in such a way that helps the reader to understand what the writer actually wanted to convey. Incomplete messages not only create confusion but also can damage the mutual relationship.

8. Conciseness:
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Business people are very busy; they don’t want to be disturbed by unnecessary messages. That is why to be effective business letter should be concise.

9. Courteous:
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To create a favorable atmosphere and to draw the interest of the reader the tone of the business letter must be courteous.

10. Tactful:
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There is no need of tactfulness in drafting an order letter, but writer must be tactful in drafting persuasive, complaints and adjustment letters.

11. Persuasion:
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To convince the reader or to motivate him/her to do some favor business letters must be written in a persuasive tone.

12. Promptness:
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In case of reply letter response should be made immediately.

13. Positive approach:
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The writer has to be optimistic regarding the achievement of the goal. Thus throughout the letter a positive tone must be present. Positive approach not only helps to convince the reader but also express the confidence of the writer.

14. Planed:
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The writing letter is a conscious human activity, thus to be successful it should be planed.

15. Relevance:
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Irrelevant sentence, not only occupy the space of the paper but also creates boredom in the mind of the reader.

Example of collection letters

16. Use of simple language:
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To be effective business letter should avoid the use of difficult words and jargons. Simple and plain language should be used to clarify the message.

Example of collection letters

Example of collection letters

Specimen of collection letters.
Example-1: Collection letters 1st, 2nd , 3rd , 4th
First Collection Letter
Second Collection Letter
Third Collection Letter
Fourth Collection Letter

Collection Letter

 

 

Guidelines for preparing employment letters

Disadvantages of Business Letter

Disadvantages of Business Letter

What are the Disadvantages of Business Letter?
In spite of its many advantages letter has some disadvantages too. Disadvantages are as follows:

Disadvantages of Business Letter

1. Costly:
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In comparison to other form of communication letter is costly.

2. No immediate response:
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In case of letter there is no immediate feedback.

3. Time consuming:
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In this modern era of communication letter is considered as slow moving tool of communication. It takes more time than any other form of communication.
4. Formality:
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Letters are written by following specific format and tone. Thus there is lot of formalities required in case of a letter.

Advantages of a business letter

These are the major disadvantages of a Business letter.

Advantages of a business letter

Advantages of a business letter

Business Letter

Explain the importance/advantages of a business letter

Even a single day cannot be passed without a letter. In modern business concerns both routine and non-routine messages are exchanged through letters.

Advantages/importance of a business letter is as follows:

1. Acceptance:
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as letter is a very popular means of written communication its acceptance is better than any other form of written communication.

2. Documentary evidence:
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Letter has a legal status and it serves as documentary evidence.

3. Value creation:
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Through sales and appeal letters an image or value of the firm can be created.

4. Access:
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Letter is widely accepted tools for communication. It has easy access to any form of business.

5. Narrative:
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Usually information or message explained in detail in the letter form of communication. Sometimes short report also can be prepared in letter format.

6. Transfer of ideas:
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Thoughts and ideas also can be transferred through letters. One can easily convey his or her idea by a letter.

7. Announcement:
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A letter can act as an announcer. Qualities of a product, introduction of a new product, any offer for the customer can be announced by a letter.

8. Guide:
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Another advantage of letter is it can guide the action of the reader. Sometimes company authorities try to guide the activities of the workers through open letter.

9. Expansion of business:
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Business letter are indispensible part of modern business. It is not just a tool for exchanging messages, rather it plays vital role for the expansion of a business.

Example of Circular letter

10. Strengthen mutual relation:
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Letters act as ambassador and help to strengthen mutual relationship among business men.