Kyi Tha Htun - Learn to write a business letter proficiently

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How to best use this book?

This book is a guide to writing a successful business letter. It is best used when starting a business and can be used throughout your career. Remember that both the reader and the writer are involved in a conversation. The reader will be someone who is trying to communicate with customers and colleagues in the workplace. So this book will provide the basic skills that the reader needs. The reader will have to ask themselves questions. Is this really what I mean? Is this explanation clear? Are there any rules that need to be followed?

If you don't have your own writing style, rely on a dictionary. A dictionary not only provides spelling and meaning, but can also guide you on punctuation and capitalization.

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Think before you start.

Although you will be writing a business letter, think about the format you will use before you start writing. Answer the following questions.

What will I write about?

It's easy to start writing a letter without thinking about exactly what you're going to include. You can end up spending a lot of time editing it later. Otherwise, you'll end up with information that your recipient, friend, or client, won't need.

Who will receive the letter?

Who will actually receive and read the message you send? Is it an internal customer or an external customer? Who will read this message and show it to others? Can the recipient understand technical terms? Can they speak and write in a friendly manner?

Why did you write and send this letter?

Do you want to inform? Do you want to influence or persuade the recipient? What kind of response are you prepared for? You need to answer these questions to help you choose the style and format of your communication.

To learn how to write a business letter proficiently

How will I be contacted?

"Think from the recipient's perspective. How would you feel if you received a letter? A fax, an email? How would you feel if you were contacted by phone?"

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What kind of writing?

The questions of what, to whom, and why should be considered broadly. Because business writing has a specific purpose. The question of why should be thought about twice or taken time to consider.

Why are you wasting your valuable time trying to contact that person or company in writing? What is the purpose of your attempt to contact them? It could be to provide information or to persuade them to your side.

* Effectively write informational content

This writing can be called Effective Writing.

* Writing that is written with the intention of persuading the other party to join your side can be called writing for effect.

Effective writing is a style of writing that uses the simplest sentence structure and includes all the basic information. The main purpose of effective writing is to convey information. Writing for effectiveness is about getting someone to think as you think. Such writing can be a letter or a report, or an advertisement or a slogan.

Most writing falls somewhere between those two categories. Once you understand your own side, you'll know where to stand between those two extremes. You'll immediately understand what qualities to use, what tone to use, what kind of words to choose.

" For the entire process of reflection

Only a little time is given. Here is the important thing.

There are many big questions. But we don't need to spend a lot of time on them .

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Basic rules

The stadium planning meeting will be held at 2.00 pm on 4 November 2013. The venue is the client's conference suite, where coffee will be served from 1.30 pm. I suggest we meet there at 1.45 pm. This will give us a few minutes to discuss crucial points. Please call to confirm this arrangement.

This is clear and effective writing. The meaning is absolutely clear. The sender is giving the recipient some simple information and requesting permission to do something. The tone is businesslike. This type of communication is not time-consuming to write and is not time-consuming to read. It is extremely cost-effective.

(This effective writing style is necessary for the following two reasons.

• To communicate simply and quickly,
• A good foundation for more advanced writing styles

To obtain.

To write a good, effective essay, you must follow the five key rules below.

• If you can use simple words, use simple words.

Use only.

• Construct clear sentences with the main point at the front.

Use the image.

• Try to include as much complete meaning as possible in one sentence.
• Use one line for one topic only.
• Write only in active voice.

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If you can use simple words

Use only simple words.

Effective business writing is built on short, common words that are easy to read and understand.

It should be structured. Avoid using complex words unless absolutely necessary. They can be difficult to understand, confusing, and even old-fashioned.

Sometimes long words should be avoided. Technical terms, product and location descriptions, complex words that are purely business-related, etc. The main point of this rule is to use simple words whenever possible.

See the list below.

Meaning of writing

ascertain find out

commencement start

concerning about

endeavor try

foremost first

initiate start

in spite of

particular facts

pertaining to about

remuneration pay

Sufficient enough

supplementary extra

Be careful with long, drawn-out words. Long forms can confuse meaning. Sometimes they convey slightly different meanings. See the examples below.

event → eventuality

documents → documentation

method → ​​usage

expenses → expenditure

The advice given on this page does not mean that you should never use long words. It just means that if you do, you should use them carefully. When in doubt, choose a simple word.

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Put the main point first and be clear.

Use sentence structure.

In a personal statement, you should aim to get the main point across in one sentence. Make the meaning as clear as possible.