Business Writing - Art of Writing [ 6 ]

6- ] Art of Writing .

Business Writing .

Writing a Business Letter .

A business letter is a formal communication tool that you can adapt to meet many specific purposes. You often write business letters to people you do not know . Your writing makes a first impression for you . A well-organized succinct letter encourages a prompt and positive response.

A business letter is a formal letter written either to communicate information or to request action . Business letters provide a direct and effective means of communicating on a wide range of topics . Knowing how to write a business letter is a skill you find useful throughout your life .

Use the business letter format wherever you want to inquire , make a request , complain  order a product or make an order adjustment , apply for employment or explain your views on a subject .

 When you write a business letter , always keep your specific goal or purpose clearly in mind . Business letters are not necessarily about business , but they mean business , so do not let them wander off the subject . Because the tone of the business letter is formal , avoid slang , contractions and clichés . Do not use excessively wordy expressions . “ Thank you” for example is preferable to “ I wish to express my gratitude.” Remember to be courteous and polite , regardless of your purpose . Always edit business letters very carefully . Errors in spelling , punctuation or typing may undermine the effectiveness of your message .

Types Of Business Letters .

1-] Inquiry or Order Letter .

You should 1-] Be brief . 2-]State request clearly . 3-] Give reasons to your request . 4-] Make your request specific and reasonable . 5 -] Include your phone number or a self-addressed , stamped return envelope .

2-] Complaint Letter .

You should 1-] Identify exact product or service . 2-] Accurately describe the problem . 3-] Request a specific solution . 4-] Be polite . 5-] Keep a copy of your letter until your complaint has been addressed .

3-] Opinion Letter .

You should 1-] Identify and summarize the issue . 2-] State your opinion and support it with reasons and facts . 3-] Summarize your main points and if possible offer a solution .

Format a Business Letter .

Business letters are usually written in one of two forms : the modified block form or the full block form .In the modified block form , the heading , closing and signature are aligned on the right . All other elements are aligned along the left margin . Paragraphs are indented .

In letters using the full block form , all elements are aligned along the left margin . Paragraphs are not indented [ without space left at the beginning ].

In letters using full block form , all elements are aligned along the left margin . Paragraphs are not indented .

Both full block and modified block forms allow extra space between paragraphs and each element of the letter . In both formats , letters should be single spaced . Leave extra space for your signature between the closing and your typed name .

The Modified Block Form .

[ The inside address : The name of                 [ Heading : Your address and the date ]

  the person to whom you are writing ,

   the business name and the address ]

    Mahmoud Hassan ,                                           15 Tahrir St. ,

    Sharq Co.                                                           Cairo.

   17 Mostafa Kamil St ,                                       Mach 24^th , 2015 .  

    Alexandria .

                           [ Salutation ]

    [ indented ]     I am ……….

                  [ The core of your letter ]

……. [ Closing ] Thank you for your consideration . I look forward to meeting you and learning more about your company .

[ Mention the final words of your letter , such              Respectfully ,

  As “ Sincerely ,” followed by a comma ]                       Ali Hassan

[ Signature: Your name followed by your name typed] Ali Hassan

The Full Block Form .

Everything on the left .

Paragraphs are not indented .

144 Farag St.,

Alexandria .

May 15^th , 2015

General Manager

Sharq Co.

15 Saad Zaghlul St.,

Tahrir ,

Cairo

Dear Manager

I think there should be certain time for meals ………

Sincerely

Ali Hassan

Ali Hassan

Writing a Cover Letter .

 Often the first contact you have with a potential employer is the cover letter you include with your résumé . Many employers read the cove letter before they look at the résumé . It is important , therefore , that you make a good impression in the cover letter . One way to do this is to make sure your letter is completely free of errors . The tone of your letter should be more personal than that of the résumé . However , keep your letter clear and direct because most employers do not have time to read long , rambling letters .

A résum  describes your background concisely and somewhat impersonally.

A cover letter allows you to add details about your background in a more relaxed and personal way . Each time you submit a résumé you should include a cover letter .

Résumés are written for specific positions , but not often for specific employers . A cover letter , on the other hand , allows you an asset to a specific employer’s company . Altogether you might send a copy of the same résumé to several potential employers , each cover letter should be unique , written especially for that company .

Cover letters must include all the parts of a business letter : the heading , inside address , salutation , body , closing , your signature and your typed name .

Gathering Information

Before you start writing a cover letter , find out as much as you can about the employer and the position you are seeking . If possible , you also need to find the name of the person at the company who will review your résumé r . You should address your cover letter to this person .

If you can not find out this person’s name and title , call the company or use clues from the advertisement to write a salutation similar to one of these .

Dear / Human Resources Department

         / Supervisor

        / Manager of Support Services .

       / Hiring Coordinator

Organizing Your Letter .

Your cover letter should include about four paragraphs . In thr first paragraph , state the specific job you are seeking and how you found out about it .

The next two paragraphs are the heart of your letter . Here you will explain how you meet the requirements in the newspaper’s advertisement or Internet listing and why you are the person to hire .

Explain how you meet the job requirements

Study the position requirements carefully . Think about how your background and knowledge match those requirements . Your cover letter is an opportunity to sell or market yourself , so ass details to show why you are  qualified for this special job . For example , if the job opening calls for an

“articulate” person , describe your experience .

Emphasize ways you can contribute to the position , not what you expect tp gain from the job . You must not focus on what the company can do for you than on what you can offer for the company .

Do not apologize for being unable to meet a requirement in an advertisement . Describe only the relevant experience , training or abilities you have . The requirements listed in advertisements describe ideal candidates for the job , but many companies are willing to be flexible if you can meet most of their needs .

Show you are the person for the job .

You might also be a valuable employee because of special courses you have taken , your volunteer work , or your natural abilities . Use your cover letter to show that you are familiar with the employer and have these unique qualifications , but be careful not to overstate your abilities . Employers are not eager to hire inexperienced applicants who believe they know everything.

In the last paragraph of your cover letter ask for an interview and explain when you would be available for it . Then , repeat your phone number , making it easy for the employer to call you .

Cover Letter Essentials .

- Write to a specific person .

- Name the title or number of the job you want .

- Explain how you meet the job requirements .

- Show why you are the person to hire .

- Ask for an interview .

Another Kind of Cover Letter .

Many job openings are advertised , but most are not . Unadvertised jobs are called the “ hidden job market .” You find out about these openings through friends , family members , neighbors and staffs . Just explain what type of position you want ; then ask them to let you know if they hear about an opening that might suit you .

Your cover letter will change somewhat if you are seeking an unadvertised position . You may have to convince the reader to create a job for you or with some luck your qualifications may fit a job position that is vacant but has not yet been advertised .