Every day, 183 billion e-mails are sent to the world. We will tell you how to make sure that your letter is not lost in the general mass. And so that the recipient not only did not send him to the basket, but also responded positively to him. The rules of writing a business letter will be useful for everyone. Without exception. HOW DOES THE LETTER SHOULD BEGIN?
It is necessary to start traditionally: "Dear Ivan Sergeevich, hello!" There was a case when one large company in its correspondence changed the classic appeal "Dear" to "Dear". And although, it would seem, emotionally the appeal became warmer, the partners were alert. In no case do not use the phrase "Good time of the day" as a greeting - firstly, nobody talks in life, and secondly, you may get the impression that you do not care when the letter is received.
CAN I USE IN LETTERS OF SMILE?
If the letter is addressed to a stranger and is of a business nature, smileys can create a sense of familiarity in the addressee. In informal letters addressed to colleagues, smileys are not prohibited. However, if there is information in the letter that one day the CEO of your company might need, think about whether you want the smiling parenthesis to catch his eye?
HOW NOT TO ALLOW NEGATIVE EMOTIONS TO AFFECT THE TONE OF LETTERS?
When you are dissatisfied with something, but do not want to break off the relationship with the culprit of the appearance of negative emotions, but are going to conduct a constructive dialogue with him, do not send the letter immediately. Let's read the text to a colleague who is not involved in the conflict, or send it later when you can write a letter neutral in tone.
WHAT CASES SHOULD YOU SPECIFY THE LETTERS?
A letter should always have a theme. This gives the status message and often saves from getting into spam. The topic should be short and capacious to point to you or to the subject of your cooperation with the addressee. For example, if you met a client at a conference, forum or exhibition, it is logical to assume that there will be a lot of letters in his box with the topic "offer" or "cooperation". Therefore, remind him better your name or company name. And if you have long known, then in the subject of the letter indicate the subject of teamwork or the occasion of correspondence: "the question of ...", "comment about ..."
IS IT WORTH TO GO FROM OFFICIAL LANGUAGE TO UNOFFICIAL?
If you received a letter written in a strict business tone, then you need to answer it the same way. Neglect this rule of writing a business letter should not be.
Experience shows that the transition from a formal language to an informal one in business correspondence often leads to inefficient interaction. It will be difficult for you to discuss business matters and encourage partners to fulfill their obligations if your communication with them has become like a friendly one. The official language helps to keep distance and effectively solve problems. Formal style helps to be correct first of all in their own statements, which leads to better results.
IS THERE A METHOD TO CONSTANT THE ADDRESS FAST TO SEND ANSWER?
Instead of writing in the subject "urgently" or "promptly," it is better to specify in the text of the letter the exact time frame in which you would like to receive an answer. For example: "I ask you to reply until such a date" or "I earnestly ask you to inform about your decision no later than this date. Do not try to speed up the process by telling the addressee to expect the answer: "I'm hoping for your consent" or "I beg to answer in the affirmative." Give the person the opportunity to think for himself.
IN ANY CASE, DO IT USE THE IMPORTANT IMPORTANT?
This tool should be used only when the case stated in the letter is really urgent and important not only for you, but also for your addressee. Do you think that all the cases are like this? Mark all your Internet letters with red flags and exclamation marks - wrong. Remember the fairy-tale about a rooster and a wolf: when you really need a letter to be read immediately, it will be ignored.
HOW TO CORRECTLY WRITE WRITTEN IN WHICH FAULT CONTAINS?
If you are forced to refuse something, do not start the message with a statement of failure. Briefly describe the reasons for your decision and make it clear that in certain circumstances it is possible to return to consideration of the matter. Thank for the interest shown to you, express regret about such an outcome of the case and finish the letter on a positive note, for example, "I wish success".
WHAT TO DO IF THE LETTER IS TOO LONG?
Structure the text, break it into chapters, paragraphs, paragraphs - otherwise the long message is difficult to perceive. If the information is given by one continuous piece, then on the second line the person begins to lose interest in it. The ideal formula for compiling large Internet letters looks like this: one thought is one paragraph. It is also important to avoid complex sentences and blurry phrases. In order to quickly respond to your letter, a person should be able to understand from the very first time what they really want from him.
HOW IS IT BETTER TO SUBSCRIBE?
Answering the letter, it is enough to indicate in the end your name and surname. If you initiate correspondence, then in addition indicate your position and contact phone number. Using at the beginning of the letter the appeal "Dear ...", do not end it with the phrase "Yours faithfully". Write: "Best Regards" or "Sincerely Yours". Get several types of signatures in the mailer and use them depending on the situation.
ON THE VILLAGE GRANDFATHER.
• According to the research company Radicati Group, 183 billion Internet letters are sent every day in the world, that is, more than 2 million letters per second.
• Kaspersky Lab, a well-known manufacturer of anti-spam systems, estimated that 80% of all mail sent in a day is spam.
• According to the Gallup Media agency, of the 70 million registered users of the mail.ru mail system, nearly 8 million check their mailbox daily.
• Most of all spam is sent from the US, Russia and Poland.
• The most frequent topics of unauthorized advertising, which is sent by mail, are medications and acquaintances.