I to you write
In usual life to write competently - means to write without mistakes. But in business life only that correspondence which is made taking into account all ordered business - etiquette of rules is considered competent. Experts on modern business correspondence allocate to
nine main types of messages: the letter - a request, the letter - the notice, the letter - a claim, the letter - a reminder, the letter - confirmation, the letter - an apology, the letter - refusal, the letter of guarantee and, at last, the circular letter. In principle, from names clear that is that, except for, perhaps, especially “etiquette“ invention - the letter - the notice: it is offered to send it not so much with the information purposes how many out of politeness, in acknowledgement of the given help or an early reply on a request.
By drawing up the letter of this or that type it is necessary to consider some nuances. Let`s tell, in the letter - a request are acceptable short explanations and references to the historical background, but vast explanations, unnecessary details and pleading intonations are absolutely inadmissible. In the letter - a reminder the partner can indicate tactfully the need to fulfill the taken obligations, but categorically it is impossible to fall to complaints, arrangements or, it is worse than that, threats. If you have reasons for discontent - make the letter - a claim, having stated the requirements most chilly, but it is all the same polite. In even more correct form it is necessary to make the letter - refusal - that it, God forbid, did not break the normal relations. And even in refusal it is necessary to list at first all positive, to refer to experience of successful cooperation (if that was available), and only then tactfully to declare that in this case - “to a parton we ask“.
When the person claims “I do not know that to write“, it usually means “I do not know what to begin with“. Begin with the simplest - from “cap“ which is identical to all letters of business character. First of all specify the name and the address of the organization in the top left corner - the sender (if the message not on the letterhead where all requisites already are available). Then - date which is put under the address, and from reduction, popular in Russia, “12. 03. 2005“ it is necessary to refuse in favor of the option accepted around the world: “on March 12, 2005“. Point third - the address and a name - a surname of the recipient of the letter. If exact coordinates are unknown and the message goes to the organization in calculation that “will understand there“, it is necessary to make a mark With / About (Care of). And slightly lower to deliver traditional “To attention of - on/g - zhi...“. On it is it`s in the bag, that is in “cap“.
Farther everything too simply: “Dear g - N/g - zha“ and a surname (in case of the address to the familiar for a long time person - “The road...“ ). But anyway - at the left, but not in the center as many got used. After this phrase Russians usually put an exclamation mark, but advise the international rules to be limited to less emotional comma - and to pass to the main point. Namely - to designate the general subject of the letter: unostentatiously, literally one phrase in which the etiquette allows to emphasize the main words and even contrary to rules of Russian to write from capital letters.
“Body“ of the modern letter consists of several blocks separated from each other by intervals. From the left edge of the page there have to be fields (about 2 cm), at the same time each paragraph should not begin with a new paragraph. Hyphenations in business letters should be avoided is already bad manners. And if the letter turns out volume, all pages, except the first, surely should be numbered in the Arab figures.
If you poorly own art of business correspondence, be not too lazy to make the plan - a draft copy. Be not afraid of simple, strong language - eventually, you write not “Idiot“. And in general, clarity and sincerity of the letter are considered as aerobatics. And here language extravagance, abundance of slang expressions and a fog of statements can lead to deplorable result - not all actual and potential partners will want to solve that stands behind yours “water fell a prompt jack“.
The usual structure of the business letter means two parts: in the first the motives which induced you to take up the pen are stated the second contains specific proposals, decisions, orders etc. If you write the partner or the colleague not for the first time, politeness demands to make a reference to the previous letter or a meeting. And by the way, it is always better to begin the text with the word “You“, but not with “I“. And the pronoun “you“ in official correspondence in general is inadmissible, even between very close friends.
In the final - the signature. The final formula of politeness has to include some pleasant phrase it seems “Sincerely yours“, “Best regards“, “With gratitude and hope for further cooperation“ etc. “With love“ and “With tenderness“ the etiquette rejects formulations - it is not necessary to confuse personal to public.
Happens that the letter is made, suppose, a press - the secretary at the request of the chief, and the bossy signature on a leaf is absent, - then and it should be noted: “At the request of it - that...“ . In the end there are instructions on appendices and copies distributed to other persons.
As a rule, for usual business correspondence official forms of the company are used. However to top managers it is not shameful to have personal paper, even with the monogram which it is necessary to have from above, in the center of the page. The businessmen seeking for personalisation should get three types of personal paper: official writing (for letters - condolences and answers to official invitations) - simple equal clean or not bleached sheets; personal business (for official mail and letters - claims) - sheets of neutral color; post (for letters of thanks, informal invitations) - more “thoughtless“ sheets, sometimes color, with fields etc. of
the paper Choice in many respects characterizes the company, reflecting at the same time its attitude towards partners. Therefore texture and weight of sheets (and the general and the more so personal) are very important. Good, expensive paper has to have high percent of content of cotton fabric, cheaper is done of the vegetable fibers sometimes containing wood cellulose. Comments are excessive. And if you want to make just stunning impression, order a watermarked paper. Only you remember: the real watermarks of official firms - manufacturers always look slightly - slightly erased. Therefore the sign is less accurate, the better.
If your message is delivered by the courier, it is enough to enclose a leaf in the usual transparent or company folder of the company (but not in “file“ at all). However far more often business letters send by mail therefore an indispensable component business - etiquette - the rule of registration of an envelope. In Russia it is accepted to write at first where, and then - to whom. In the international practice all exactly the opposite - at first the name and a position (if the letter is directed to the particular person) are written, then - a company name and only then - the address. And if it is necessary that the person personally read the letter, after a surname the mark “Personally“ becomes (Personal, Private, Confidential etc.) .
The large companies consider reasonable to order envelopes with company logos, and this their right. But the most running in a business community are envelopes with transparent windows - the address of the recipient is written on the letter. And in this case be especially attentive because and concerning folding of business correspondence there are strict rules (which are desperately reminding the instruction for putting on of tights). So, bend a leaf from below approximately on one third. Then bend it from above - so that edges adjoined. Put the letter put in this way in an envelope without overturning: when it is opened, without effort will be able instantly to read the text of the message. And all thanks to your manipulations!
Observing above-mentioned instructions, it is possible to pass in business - Wednesday the pleasant and educated pedant that is already important. However your career will rush off up the quicker, than earlier you realize: the handle in the modern world is still more powerful than the computer.