Lots have been talked about in this column on right etiquettes, body language, communication skills, etc. in anticipation of our reader’s imbibing them in order to improve upon the quality of life.
In the same series one very important topic remains this if not taken care of can create grave misunderstandings amongst friends, colleagues or relatives but if conveyed strongly and appropriately can really leave a lifetime impact imprinted on one’s physic. Writing well is easier said than done. It involves a lot of practice; with reference to a dictionary and also the need to be imaginative while playing around with the possibility in the language.
A business writer should always consider the tone of his message. Whether writing a memo, letter, report or any type of business document. Tone is present in all communicative activities. Ultimately, the tone of a message is reflection of the writer and affects how the reader perceives a message.
The general guidelines, to keep in mind when considering the tone used in the written communication are:-
- Being confident
- Being courteous and sincere using non discriminatory language.
- Stressing the benefits for the reader.
- Taking care that the communication’s level of difficulty is not very high.
In fact dear readers there are certain rules which one has to remember while writing.
1.Write with the reader in mind.
2.Decide your objective.
3.Say exactly what you mean.
4.Keep it as short and simple as possible.
5.Arouse the reader’s interest.
6.Avoid long complicated sentences.
6.Use active and passive voice appropriately
In case of a business letter special attention is paid to the format and the font, in the most commonly used “block” format the entire letter is left justified and single spaced expect for a double space between paragraphs.
I wish that an insight on the written communication will definitely be beneficial in this column which every week take the topics in anticipation of improving one’s personality.
Q1. What are the most important factors we should keep in mind when writing a business letter?(Varsha Gupta, 29 yrs)
Ans: Dear Varsha, you should take utmost care of grammar, spelling and punctuations; using simple words and a short sentence is another aspect of letter which should be considered so as to increase affectivity and clarity. Lastly, avoiding slang’s in business letter is inevitable.
Q2.When addressing a lady in my letter whose marital status is not clear to me what should be the right title for addressing?(Gaurav Shah, 24 yrs)
Ans: Dear Gaurav, though we use the personal title preferred by the lady like Miss, Mrs. or Ms. But in state of confusion on her marital status always use Ms.
