Business correspondence rules

Success in business depends on many factors. One of them is the ability to build relationships with customers and partners.

Communication in a business environment is built in accordance with certain rules and norms, which are called etiquette. Thanks to the observance of simple regulations, interaction is faster, less conflict situations arise .

The rules of business etiquette apply both to personal communication and to correspondence. Their observance promotes mutual understanding. Moreover, following the rules of etiquette, you will demonstrate respect for the interlocutor, as well as an interest in the success of interaction.

How to write a business letter

First, you need to build a competent structure for your message.

The rules of business correspondence assume that the letter begins with a reference, followed by a short introduction, the main text, conclusion, signature, postscript, if necessary. Then there can be applications. If it is a question of e-mail, then all the large documents should be forwarded in the attached file, mentioning this in the message.

Appeal

The message can begin with the word "respected". But remember that in this case at the end of the letter you do not need to write "with respect." Another option is the usual greeting. The request should be placed in the center of the page.

In our country it is best to call a person by name and patronymic. If you are not familiar with the recipient personally, you can refer to it like this: "Dear Mr. Ivanov."

Introduction

In the introduction to the main text, you need to briefly outline the purpose of the letter. This part should not exceed two sentences.

Main content

In 2-3 paragraphs, you need to describe the situation, your thoughts and wishes, as well as ask questions that interest you.

Conclusion

The rules of business correspondence require, in conclusion, a brief summary of all the above. The letter usually ends with standard phrases, for example: "Sincerely", "Sincerely yours", "With gratitude", and so on. Specify your name, first name and patronymic, do not forget about the post.

P.S

Postscript is usually written in extreme cases, if you forget to indicate something important, or you need to notify the recipient of an event that happened after the letter was written.

Decor

The letter should be literate, neatly decorated. Required fields. On the right, the indent should be at least three centimeters, and on the left about one and a half. Select paragraphs to make the text easier to read. Use the font Times New Roman 12th pin.

Well, if you use the symbolism of the organization. If you are writing on an official letterhead, be sure to include the company name, contact information, requisites and logo in the headers and footers.

Rules of politeness

The rules of business correspondence are not only the use of a standard document design. Any official letter assumes the correct expression of your thoughts, even if you write it to express a claim.

You can not start a letter with a refusal, with the word "no" or the particle "not." First, you need to explain the reasons for this decision. If possible, suggest alternative ways out of the situation.

You do not need to impose on a person how to solve the problem. This can have the opposite effect.

To show that the letter is urgent, you can ask the recipient to send an answer to a certain number. Do not hurry it in a harsh form.

Try not to make hints about the possible incompetence of the person who will read the letter, as this will sound insulting.

So, we examined the basic techniques of how to write an official letter.

Following this instruction will make your business communication easier and more successful, and you will prove yourself as a polite and correct person.

The above business correspondence rules are suitable for both paper documents and electronic messages.