IMPROVED CORRESPONDENCE IMPROVES YOUR IMAGE
There's nothing worse than receiving a business letter that contains errors, poor grammar, trite expressions, and the like. Even one typo is enough to completely turn off a recipient - and make the writer look careless.
Here are some tips for improving the quality and effectiveness of business correspondence:
- Be certain that the name of the person to whom the letter is being sent is spelled correctly.
- Be meticulous about avoiding typos and grammatical errors. Allowing them to get through mars a company's image and undermines the customer's confidence.
- Explain good news and the beginning, and leave bad news for the end. Explain the 'why' of the bad news before telling it.
- In salutations, use the first and last names of persons with nongender-specific first names, e.g., 'Dear Pat Sheppard,' when it's unclear if it's Patrick or Patricia.
- Avoid overused phrases such as 'Attached, please find'; 'Thanking you in advance'; and other cliches.
- Break the letter into small paragraphs to make it easier to read.
- Try to reply to letters the same day they're received.
- Don't neglect to send a thank-you letter when appropriate.
An emphasis of fundamentals is a foundation for companies to build on and a structure for others to admire.