【文件属性】：
文件名称：HOW TO IMPROVE YOUR BUSINESS LETTERS
文件大小：71KB
文件格式：PDF
更新时间：2011-12-18 03:14:27
HOW TO IMPROVE YOUR BUSINESS
The importance of good business writing skills cannot be underestimated. Here are
some tips:
1. Remember the old public speaking adage: "Tell them what you're going to
say, say it, then tell them what you said." The same principle holds when
writing a business report. In an introductory paragraph (or section), tell your
reader what you are going to say; in the body, say it; and in a concluding
paragraph (or section), review what you have said.
2. Be excited by your topic. It shows! If you are not excited, you can be sure
your readers will share your lack of enthusiasm.
3. Break up your writing with headings, subheadings, lists, tables, and figures.
This helps the reader to understand and organize the content of your
document. It is difficult to focus on and digest unrelieved text.
4. Proof-read, spell-check, and grammar-check your work! A good trick for
proofreading is to read your report aloud in a conversational voice. Your
tongue will often catch awkward phrases and words which your eyes might
otherwise overlook.
5. Cite your sources of information and data, and include a reference list. A
good and simple way to cite your sources is simply to include the name of
the author and year of publication in parentheses within the body of your text
(Lawrence 1999). Then include the full citation in a reference section at the
end of your paper:
The Ten Secrets of Writing a Business
Letter:
1. Start From the End
Decide what the result of your letter ought to be. List things you’d like to say, and
review them. Remove those not supporting the main idea. Good letters have a strong
sense of purpose.
2. Get to the Point Early
Don’t delay. You should state your main cause in the first paragraph.
3. Put Yourself in Your Reader’s Place
If the letter came to you, how would you respond? Be pleasant; try to turn negative
statements into positive ones.
4. Say it Plainly
Phrases like “in compliance with your request” and “enclosed herewith” are stilted.
Write as you talk — naturally. Include just one idea. Sentences longer than two
typed lines are suspect.
5. Clear the Deadwood
Cut words, sentences, and even paragraphs that don’t contribute. Work hard to
simplify your reader’s job. Be especially careful with adjectives, which can sap
strength from your words.
6. Use Active Verbs
Passive voice is weak and confusing. “A decision has been reached by the
committee” is inferior to “The committee has reached a decision.” Also, readers
can sense your evasiveness if you write: “Your order has been misplaced” instead
of “I misplaced your order.”
7. Be Human
Your letter should read like a conversation. Address your reader by name: “Dear
Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the
body. You want her to know the letter is personal. Whenever you can, use
pronouns like I, we, and you.
8. Never Write in Anger
Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat
manner. Your chances of success will multiply tenfold.
9. End With an Action Step
The end of a letter should suggest the reader’s next move, or your own. Don’t write
distracting closings like: “Again, thank you for . . .” or “If you have problems,
please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature;
it may be a perfect ending.
10. Be Professional
The most well-written letters can’t survive bad presentation. Use a clean, logical
format for your letter. A 7. Be Human
Your letter should read like a conversation. Address your reader by name: “Dear
Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the
body. You want her to know the letter is personal. Whenever you can, use
pronouns like I, we, and you.
8. Never Write in Anger
Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat
manner. Your chances of success will multiply tenfold.
9. End With an Action Step
The end of a letter should suggest the reader’s next move, or your own. Don’t write
distracting closings like: “Again, thank you for . . .” or “If you have problems,
please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature;
it may be a perfect ending.
10. Be Professional
The most well-written letters can’t survive bad presentation. Use a clean, logical
format for your letter. A7. Be Human
Your letter should read like a conversation. Address your reader by name: “Dear
Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the
body. You want her to know the letter is personal. Whenever you can, use
pronouns like I, we, and you.
8. Never Write in Anger
Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat
manner. Your chances of success will multiply tenfold.
9. End With an Action Step
The end of a letter should suggest the reader’s next move, or your own. Don’t write
distracting closings like: “Again, thank you for . . .” or “If you have problems,
please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature;
it may be a perfect ending.
10. Be Professional
The most well-written letters can’t survive bad presentation. Use a clean, logical
format for your letter. A crowded or over-designed page distracts from your
message.