A business letter is no different from any other letter. It requires the same components and should follow the same stages, if not for longer (to mention every detail of your message).
If you skip some stages or don’t write them in order, your readers may not understand your message. This could mean they have to read it over multiple times or even ask others what you meant. They may even think you are being careless or even rude.
You shouldn’t have to apologize for your order or complain about being harassed by customers. If you skip the pleasantries and focus on making demands of your readers, they’ll think of you as unprofessional and rude.
The first step to creating a good business letter is organizing your thoughts. A good business letter needs a clear beginning, middle, and end. You want to get right down to the point in your opening paragraph and then explain why you’re writing and what you want at the end of the letter.
Include all relevant details in the body of your message so that readers can follow along easily. If they have to read it multiple times, then you’re not being very clear.
If you skip the closing paragraph, your readers won’t know how to respond or where to send your payment. They may not appreciate the inquiry at all. You want them to know what information you need in order for them to respond and that you won’t give up until you get it.
You also don’t want them thinking that the content of your letter is a form letter or automated email. Be sure to include a contact name and phone number so that they can reach out if necessary. You want to be as polite as possible while being efficient.
Finally, if you leave out the complimentary close, you won’t get the response that you desire. You can think of the closing as a handshake or hug at the end of an interaction.
It lets your readers know that their feelings are valued and appreciated. The best way to do this is by thanking them for their time and consideration in this matter. That’s all there is to it!
☛ What is the effect if the stages of business letter will not be followed?
What happens when we skip some stages of business letter writing? Some of these include skipping greeting, closing, body and complimentary close.