A letter is a written message sent from one person to another. Letters usually contain a wide array of information meant to express thoughts, feelings, ideas, and is used as a channel of communication among people. Over the years, letters have evolved from mere means of communication to enriching professional relationships and promoting self-expression.
A letter is a written message sent from one person to another. Letters usually contain a wide array of information meant to express thoughts, feelings, ideas, and is used as a channel of communication among people. Over the years, letters have evolved from mere means of communication to enriching professional relationships and promoting self-expression.
In business, letters are an essential tool used by business owners, employers, employees, clients, vendors, suppliers, and contractors. Business letters are letters that are written in a formal format and usually contain details relating to business transactions, employments, projects, proposals, and the like.
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Contrary to popular beliefs, letters are not a thing of the past. In fact, a lot of small businesses still use letters as a valuable tool to express ideas and proposals or in sending out resumes when applying for a job. In spite of the rapid growth and development of technology in today’s day and age, letters cease to become extinct because they create an edge among all other means of communication. Here is a list of reasons as to why letters prove to be more advantageous than other channels of communication:
- Letters do not require expensive gadgetry or online connections in order for it to be sent. All you need is a postal address.
- Letters have a more personalized feel than an email, a chat, or a text message. Letters, especially those that are handwritten, require much effort from the author and is therefore much more sentimental compared to an “Ei.”
- Letters, particularly those that bear the author’s signature, is much more difficult to falsify compared to letters received through email.
- Letters can also serve as packages wherein small trinkets or souvenirs can be inserted.
- Letters do not contain malware or harmful files.
- Letters are unable to transmit malware or other harmful files that can be transmitted by email.
- Writing letters can help writers enhance their skills at writing.
- Letter-writing is therapeutic and aids in expressing one’s true feelings and emotions that are difficult to express verbally.
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There are many reasons behind writing and sending letters, particularly business letters. People write letters in business to make sales proposals, business proposals, event invitations, product quotes, letters of introduction, requests for approval or funding, appeals for credits, job applications, job acceptance, and other types of letters that require the formal method of relaying information when conducting business.
The effect of business letters vary according to its type and purpose. Most business letters, for example, are more geared toward persuading clients to purchase products such as a sales pitch or an advertisement of a product of a service. Letters can also inspire or call people to action such as a manager or a supervisor who wishes to relay company goals to her team or a department.
What Is a Business Letter?
A business letter is a letter sent from one company to another, or between two organizations, a company and a client, or a client and other third parties. Business letters can also be written to employees or managers and is usually written on a white stationery. Business letters cater to many different aspects such as the following:
Sales and Marketing Efforts – Business letters can entail marketing strategies meant to introduce clients to new products. Some companies send out sales letters to subscribers or patrons containing packets that contain their recent brochure and order form. Brochures included in sales letter packets will usually contain images, descriptions, and costs of the new products, the letter itself is typically designed to highlight the key advantages that are brought about by the product in order to entice consumers into purchasing them.
If you are planning to send out a sales and marketing letter to your clients, the AIDA principle is the best route to go. An acronym for attention, interest, desire, and action, this method of letter-writing is able to grab readers’ attention, spark their interest, increase their desire to covet the product, and inspire them to actually purchase it.
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Build Rapport – Other business letters are more gratuity-inclined. They are sent for the sheer purpose of expressing gratitude toward business partners or clients. For instance, an introductory letter sent with a report can advise business associates about the contents of the report. These letters are frequently short, with visual cues highlighting key subjects that are discussed in the report. “Much obliged to you” letters can be utilized by organizations to thank clients for a current request. The goal of the thank-you letter is to build rapport with the client, and to help them to remember the company and its products or services better. Another motivation behind a business letter is to request items, also called a purchase order, which is a paperwork sent from the buyer to the seller indicating the buyer’s orders and their quantities.
Promoting Incentive Sales – Companies usually sell incentives to clients to promote existing products. These types of letters offer rebates, coupons, and special deals to longtime patrons or loyal customers.
Acknowledging Complaints – Other business letters are meant to express resolutions in acknowledgment to a customer’s feedback or complaint. Letters addressing customer issues are usually designed to inform the client of the actions that have been done in order to resolve the issue or to correct the inaccuracy. Complaints can oftentimes lead to potential legal disputes and bad marketing that can end in a company’s demise, which is why it is important to boost the company’s morale by addressing customer complaints immediately.
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Business Letters vs. Memos
Although sending out memos is a common method of communication in the workplace, they simply do not cover the professionalism and personal touch that is exuded in a formal business letter. For one, although memos contain a date and the subject line, its content commences with the name of the recipient, a short and crisp message, followed by the name of the sender. A letter, on the other hand, contains much, much more than that. Here’s why you should not send memos to valued clients or potential customers:
Varied Format – If you are wanting to send out a quick note to an employee, send out a memo. However, a letter will do much better if you are writing to someone who is not an employee of your company because it expresses formality and respect toward the person whom you are writing to.
Privacy Concerns – Memos are not really for messages that require privacy. For instance, if want to have a quick meeting with your team, you can simply shoot a memo to each member of the team. A letter, on the other hand, offers exclusivity and ensures you of a more private way of communication. This is a much better option for when you are sending out a grievance or a letter of resignation.
Details – Technically, memos are brief and concise; they stick to the details and go straight to the point, think “Meeting at 10 AM. Bring your report” short. No formalities, no details, no further instructions. Letters, on the other hand, provide more room for details and explanations; they provide more information that is essentially needed when conducting a business report, for example. You may be able to send a memo to your boss informing him that sales went down by 5 percent in the past month; however, you use a letter to formally and properly outline your sales report and the explanation behind the dwindling sales.
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Cover Letters
Another commonly used letter in the world of business and commerce is the cover letter. Cover letters are letters sent together with your resume that provide additional details about your skills or experience. This letter usually provides a quick coverage of your qualifications and why you feel that you are best suited for the job.
Most employers screen applicants through their cover letters because most of them believe that a cover letter is the written form of how an interview with the applicant will most likely go through. Cover letters vary according to type. There are typically three different kinds of cover letters that differ according to use and purpose:
1. a cover letter sent in response to a job opening,
2. a cover letter meant to inquire about potential job openings, and
3. a cover letter requesting for more information or assistance in your quest for a job.
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Cover letters create a lasting impression on the people who read them, particularly your potential employers. It is important that you are able to set aside time where you can properly draft a letter that will not only create a good impression but will make an impact.
A cover letter should complement your resume, not duplicate it. While your resume contains an outline of facts about you, your cover letter should contain the “you” in you, just make sure it is stated in a professional manner. Each cover letter you write should be customized to include
- the job that you are applying for,
- how you learned about the job opening,
- what are your qualifications and provide a supporting sentence that will quickly enumerate why you think you are qualified for the position,
- how you think you can make an impact to the company—professionally speaking—and
- thank the recipient for taking the time to read your letter.
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Remember to edit and to proofread your cover letter before sending it. Be sure that the names and the addresses of the recipient are accurate and that there are no grammar or pronunciation errors. Your cover letters is your semi-opportunity to present yourself to your potential employers and to make a lasting and impacting impression, so be sure to leave a good one. In as much as you would like to lace your cover letter with stories of your conquests and achievements, control yourself and keep your letter short and direct to the point. You’re not writing a novel, you’re writing a quick introduction about yourself and one page is plenty enough for it.
While we live in a world where literature has almost died out and technology has taken over our usual contemporary ways of communication, letter-writing is, was, and still remains to be the perfect way to win people over, be it a lover or a client. Letters have a poignant and formal aura about them that makes you think of the effort placed behind them by the letter-writer. So, if you do plan to write a letter to someone you truly want to do business with, download our sample letter templates or our sample business letters now. If you’re looking to apply for a job, use our downloadable cover letters online. Try to break free from the monotony of today’s life and explore the more personalized touch of letter-writing.
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