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Last Updated on January 20, 2024 by Work In My Pajamas
Many people writing business emails and other business correspondence do not understand the difference between business and personal correspondence, according to About.com. However, knowing the difference can mean getting a new job position or landing an important client. Here are five tips that can make a difference in the results a piece of business correspondence gets.
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Use Good Sentence Structure
Although it has become common to use sentence fragments in informal speech, always use good grammar and full sentence structure when writing business correspondence. For example, while words like “really” or “wow” show up a lot in texts and on social media, they should never stand alone, according to the Business Writing Blog.
Avoid Shortening Words
Due to the proliferation of text messaging, words and phrases have become shortened. Avoid writing “ok,” but rather “okay.” In the same vein, don’t use “LOL” for “laughing out loud.” Save these for more informal settings.
Emojis Don’t Belong in Business Letters and Emails
Many people put smiley faces or hearts at the end of their personal emails or on personal Twitter or Facebook posts. However, for business purposes, these should be avoided. The same can be said for using extra exclamation points or question marks. These look and feel too personal in a professional email or letter.
Choose the Right Tone of Voice
The tone of a business article should fit the reason for writing it. For example, the follow-up thank-you letter for a job offer should express a tone of appreciation. The letter may also be addressed formally, using a person’s last name with Mr., Mrs., Miss, or Ms. in front of it. Communication with clients can be less intimidating when using a business messaging tool. Your tone is still professional, but getting immediate feedback via instant messaging can be helpful.
On the flip side, an email to a co-worker may feel a little more casual, although it should stick to the business at hand. One way this can manifest is the use of a first name as opposed to a more formal address.
Use Templates
For people who aren’t sure about how a business email or letter should look, there are books and templates. These resources help the writer understand the more formal structure that this type of correspondence demands.
Conclusion
Business correspondence requires a more formal set of tools than do emails to friends or responses to a Facebook post. The overarching theme of these five tips is “Mind your manners.” Doing this ensures that a business letter or email keeps the right tone and ensures the writer of the best chance for business success.
