A business letter is not an ordinary communication.
A business letter is one in which some information is passed that should be important enough to put into writing, and more, should evoke some kind of a response.
Write your business letter right and you will succeed.
The Business Letter Form
Remember the business letter is NOT a report. It is a letter.
In today’ world you will be lucky to hold attention to three paragraphs, let alone a whole page.
Decide what it is you wish to say, and be prepared to say it in three short paragraphs.
If you have a long letter to write, do not write it as a letter, but as a report.
A letter is a letter. Be brief, succinct, avoid value judgments, make every word count, write nothing banal, and most of all, keep in mind what kind of a response you wish to invoke.
The Business Letter Format
The Subject.
Always begin your business letter with a subject reference. Do not mix subjects, or include more than one.
The Introduction.
Here in one paragraph you introduce your subject, as well as any crucial information about it.
Imply in the introduction what response you wish to evoke.
The Body.
The body of the business letter is the longest paragraph.
In this paragraph get down to details, but keep them brief and to the point.
Do not give value judgments and do not introduce new material.
The Summary Conclusion.
Here you sell your point and summarize all the points you have made before.
The Salutation.
Develop you own signature salutation.
You can you standard ones like Best Regards or Kind Regards, or find something new that suits you.
Let this be your signature salutation, and stick to it in all your business letters and communications.
The Business Letter vs. Email Letter.
In today’s world the formal business letter is fast becoming a rarity, and is taking the new form of the email letter. However, remember its only a different form or delivery. Follow the same rules as above.
Some business like to write the business letter now on company stationary in electronic form and include them as attachments to an email. This is not a bad idea, and still retains some form privacy.
Business Letter Language Guide
Here are a few tips from communication experts that may help you frame your use of language in your business letter or email.
Speak in the present tense. Avoid a lot of “I will; it should be, and …”
Use simple words. Do not show off your superior vocabulary.
There are very effective words that are commonplace. There are power words, and all of them are simple and impossible to misinterpret
Be direct.
Go to your point, and do not speak in ambiguous terms
Avoid homilies
Remember who it is you are talking to.
If you are speaking to a superior, maintain your distance of respect, while still selling your points across.
Avoid value judgments. Leave these for the letter recipient to decide for themselves.
Readmission Letter to College?
I will be applying to a local college after completing a program at a community college, but have a gpa lower than the 2.0 minimum. I was told that I can write a letter to the appeal committee and based on all my information they will consider accepting me. I was originally a Computer Engineering major, but after multiple failed attempts(most of the reason for my low gpa) at computer/math courses, I decided to switch my major to business(and am doing much better). Are there any key points I should add in this letter or anything I should mention?
I am asked why do I think I should be admitted into the school, to explain why I had prior academic difficulties, tell why those problems wont happen again, and to discuss my plans to make sure I succeed academically in the future.
This is readmission. I completed the program at the community college, and have above a 2.0, but prior to that I was at a University and left due to my low gpa. So with the University and community college gpa combined, my gpa is lower than 2.0
*Im sorry, I said readmission, but it is an admisision appeal, because I completed the program at the community college, and have above a 2.0, but prior to that I was at a University and left due to my low gpa. So with the University and community college gpa combined, my gpa is lower than 2.0 and I cant be accepted by regular standards with that GPA
Is this re-admission, or just transfer of credit from two-year to four-year institutions?
References :
I would address the following in my letter to the committee:
1. Reason for previous low GPA: selection of a major which was not within my capacity, namely math and computer courses.
2. Reason why I will succeed this time:
Selection of business courses and a proven track record that this has been a better and more suitable choice as evidenced in improved GPA.
3. Failure is less likely from now on because of
– higher level of motivation as a result of success in my new major
– renewed determination to succeed now that I have found a major where my strengths are.
Prove of this is shown in my grades in the business related subject areas of my new major. (list the grades with course names here)
Keep it brief and to the point, in a similar vein to my example above.
I think you will find that the committee will be very sympathetic to your application if you can show that you know the reasons for your previous failure and that you have no corrected these.
All the best!
References :
Understand they’re telling what key points to focus on: why did you have past difficulties, how are you better prepared for college now, what academic goals are you setting for yourself? Answer these and you’re in.
Take a few a days or a week to write this, esp. if you’re going to have to do some self reflection to answer them.
If you believe your low GPA was due to a mismatched major (computer engineering), say that. Then explain how business is a right match for you.
If you fell into the party crowd, say that. Then explain how your social choices are different now, how you intend to place yourself around more academical minded people.
If you had academic problems, say that. Then prove how you’re planning to meet with tutors/ learn how to take better notes or study (Sylvan and other places do teach these skills and they do teach them to adults like yourself), how you’re planning to work cooperatively with your professors to ensure you stay on top of things in the classroom.
Finally, be realistic with yourself. If your situation hasn’t changed and/or you’re applying to the same type of school that wasn’t the right fit before… applying now may not be a good idea. At the same time, if you are confident you can get this right, that you’re ready for this change… fight to get into that college heart and soul.
Good luck
References :