The training’s purpose is to equip participants with knowledge of the main principles and techniques of effective business letter writing. In this entertaining, highly practical course, participants learn how to structure letters for success, produce a more professional document, maximize comprehension, and create a good impression.

1. Effective Business Letter Writing
www.softheme.com
Training

2. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
The training’s purpose is to equip
participants with knowledge of the main principles
and techniques of effective business letter
writing. In this entertaining, highly practical
course, participants learn how to structure letters
for success, produce a more professional
document, maximize comprehension, and create
a good impression. In addition, participants
discover how to handle even the most difficult of
customers, minimize the risk of escalating
problems and maximize the efficiency of
business correspondence.

3. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
When writing business letters keeping mind three important points:
• Business letters – an information vehicle – they serve one purpose
• Business letters cost money
• Business letters act as an official document

4. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
There are four important points without which your message is not
going to be effective:
• Subject
• Audience
• Purpose
• Style

5. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
SUBJECT:
• It could be anything that a particular situation calls for
• Stick to one subject only
• If you have two or more subjects, write another letter

6. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
AUDIENCE:
• Your audience is always larger than you expect
• Do not assume that the reader knows what you are talking about

7. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
PURPOSE:
• There is nothing worse than reading a letter with no purpose
• State the purpose of the message and keep it clear

8. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
BASIC STYLE:
1ST PART of the body:
• State the purpose of the letter
2ND PART of the body:
• Sate your point. explain what you want to happen. Explain the
information you have
3RD PART of the body:
• Call for action or request some form of action. Thank the reader for his
or her response

9. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
PART I of the body:
• Get straight to the point in the first sentence. it is a very short paragraph
PART II of the body:
• It is going to be the core – it clearly explains the piece of information you are
proving and what you want the reader to do
• You have a lot of information? Break it, make short paragraphs, list the
points, or include it as an attachment

10. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
PART III of the body:
Is usually broken down into 3 sections:
• CONCLUDE THE MESSAGE. Draw all you key points into one statement
• CALL TO ACTION. Tell your reader what to do and when to do it – no call for
action means your reader will not act
• THANK THE READER. It is only appropriate that you thank your reader for
his time and attention

11. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
Ways to organize your information
• From general to specific
• From specific to general
• From positive to negative
• From negative to positive
• Step by step
• From most important to least important

12. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
Emphasizing the positive
Positive sentences are inviting and encourage people to read on. Negative sentences
can seem bossy and hostile.
Instead of:
If you fail to submit your report, you will not
qualify for admission
Use:
You must submit your report to qualify for
admission

13. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
VERBS vs. NOUNS
Do not change verbs into nouns
Instead of:
• The requirement of the department is that employees work seven
hours a day
• You will work on the establishment of goals for designated group of
employees
Use:
• The department requires employees to work seven hours a day
• You will establish goals for hiring employees from designated groups

14. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
• Use bullets to identify each item in the list. all items should begin with a
lower case letter
• Use numbers only when you are describing a step-by-step procedure
• Use commas or no punctuation
• If the list consists of alternatives, put “OR” after the second to last item
• If the list is inclusive, put “AND” after the second to last item
Guidance for tabulation

15. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
Avoiding double negatives
Instead of:
He was not absent
I don’t know nothing
Use:
He was present
I don’t know anything

16. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
Avoiding ambiguity
Instead of:
Michelle researched and wrote the speech herself, which everyone
thought was impressive.
Use:
Everyone was impressed with the speech that Michelle researched
and wrote herself.

17. www.softheme.com Outsourcing to Softheme™ Training: Effective Business Letter Writing
ACTIVE vs. PASSIVE
Instead of:
In early April, all applications will be reviewed by the committee
Use:
The committee will review all applications in early April

18. Thank you!
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