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BUSINESS LETTERS

For Busy People

BUSINESS LETTERS

For Busy People

Third Edition

Time-saving, ready-to-use letters for any occasion

JIM DUGGER

JAICO PUBLISHING HOUSE

Ahmedabad Bangalore Bhopal Bhubaneswar Chennai
Delhi Hyderabad Kolkata Lucknow Mumbai

Published by Jaico Publishing House
A-2 Jash Chambers, 7-A Sir Phkozshah Mehta Road
www.jaicobooks.com

Career Press

Published in arrangement with
Career Press, Inc.
220 West Parkway, Unit 12, Pompton Plains
NJ 07444, U.S.A.

BUSINESS LETTERS FOR BUSY PEOPLE
ISBN 81-7224-717-6

First Jaico Impression: 1999
Thirteenth Jaico Impression: 2010

No part of this book may be reproduced or utilized in
any form or by any means, electronic or
mechanical including photocopying, recording or by any
information storage and retrieval system,
without permission in writing from the publishers.

Printed by
Pashupati Printers (P) Ltd., Delhi-95

Preface

Business Letters for Busy People is designed to be used, not just read. You not only get the easy-to-read impact of chapter-by-chapter "how to" information, but each section is also filled with checklists, ready-to-use letters and guidelines to help you do your job better, more effectively, more easily right now! It's literally a user's manual for the business professional.

Business Letters for Busy People is packed with the most concrete information, useful techniques and practical tips possible in the smallest space. So you don't have to wade through endless pages of fluff searching for that elusive kernel of wisdom.

Business Letters for Busy People gives you concise, easy-to-use learning resources that get results. Check out the format and don't be surprised if you find yourself leafing through the pages for tidbits of fact and business trivia. The margins deliberately focus your attention, acting like a thumbnail index. And each chapter is tabbed on the margins, so you can turn right to the chapter you need to see. Read the chapters that are immediately important to you. Although there is a logic and order to the design of the book, you can read it in the order that best suits you. Each chapter stands alone.

We know you'll find this book helpful. Read it, copy it and act on its advice. Reading a good book awakens our minds, but too often never gets carried into action; we close the book unchanged. But with this book, your reading becomes action. And action is the key to success.

Gary Weinberg
Vice President
National Press Publications

Table of Contents

Chapter 1 Writing from Scratch

Considerations: Subject, Audience, Purpose, Style/Organization

Chapter 2 Parts of the Business Letter

From Letterhead or Heading to Postscript or Mailing Instructions

Chapter 3 Format of the Business Letter

Margins and Spacing for the Six Most Common Forms

Chapter 4 Collection Letters

Notification, Reminder, Inquiry, Urgency, Ultimatum, Insufficient Funds, Thanks, Apology

Chapter 5 Sales and Promotional Letters

Announcements. Incentives, Service, Transmittals

Chapter 6 Goodwill Letters

Employee Relations, Recognitions, Greetings

Chapter 7 Community Activities Letters

Fundraising, Special Requests, Membership Drive, Recognitions, Thanks

Chapter 8 Personal Business Letters

Congratulations, Birthday, Apologies, Inquiries, Requests

Chapter 9 Letters of Condolence

Death of a Business Associate, Death of Relatives

Chapter 10 Letters About Employment Changes

For the Employee Seeking an Employer
For the Employer Seeking an Employee
General Business

Chapter 11 Customer Relations Letters

Acknowledgments, Resolutions, Announcements, Greetings

Chapter 12 Media Letters

Media Events, Press Releases, Letters to the Editor, Special Requests

Appendix

Proper Forms of Address Concerning Formality, Title, and Salutation

Chapter 1 Writing from Scratch You are busy no matter what your position. Since you are busy, you want to use your time as effectively as possible. The business letter takes time but can be written more quickly if you follow a few basic principles. (If youre in a hurry, skip to Chapters 4-9 for samples of the kinds of letters you need to write.) This chapter assumes you have a little free time to brush up on business letter writing.

Keep in mind these three points when you write a letter:

1. Business letters serve one purpose.
2. Business letters are expensive.
3. Business letters serve as a record.

Business letters serve one purpose: They communicate information. Countless hours are spent and too many letters are sent that say little or nothing. Thats a waste of time for the sender and the receiver. Also, when the wages of the writer and the typist, along with the pro-rated cost of equipment and postage are figured in, business letters are expensive. It is important that they be cost-effective. Why write a business letter? Because business letters serve as a record. Letters are long-lasting, tangible evidence of information you communicate to others.

Four Considerations of a Business Letter

The four areas you must take into consideration for each business letter are listed below. If you do not consider each one of them, your letter will be ineffective.

1. Subject
2. Audience
3. Purpose
4. Style/Organization

Subject

Every piece of writing from the business letter to the novel revolves around a subject. Luckily, in the business world, the subject is usually specific and quite often supplied for you by someone else, such as a boss or colleague, or demanded by a situation such as hiring or congratulating an employee.

Its a fact: The more specific your subject, the easier it is to write your letter.

For example, lets say that you need to request information about an order that did not arrive when it should have. If you are in charge of the account, writing the letter is easy. If you are not in charge of the account, it is harder for you to write the letter than it is for the person who knows all the particulars. Regardless of the situation, stick to one or two subjects in your letter. Including more than two subjects clouds your message. Write another letter if you have more than two subjects.

In a study of 800 letters Written by the top chief executive officers in the U.S., all 800 letters were found to be short, clear and personal. By the time these people became CEOs, they had learned never to send out a letter that didnt reflect those three basic principles of good writing.

Audience

This area is tricky because you may not know your audience. If you do, you can tailor your letter to that audience. Many times, however, your audience is larger than you expect. Your letter may be addressed to Terry Smith but may be read by several other people in that firm to receive the action you wish. If you are unsure of your audience, assume they are educated, reasonable people until you find out otherwise. Dont assume they have as much knowledge of the subject of your letter as you do, or you may over-generalize or forget to include important details.

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