Contents and types of business letters

Business letter is one of the most important ways of communication in the business world between representatives of different organizations. It is characterized by a strict, precise, official style.

Business letter

Now, in the age of the Internet, the importance of business correspondence has not diminished, but has simply changed carriers - from paper to electronic - and has become more rapid. Therefore, it is extremely important for every worker who is looking for a job, as well as for people occupying managerial positions, to be able to correctly compile various types of business letters.

As it partially characterizes it as a professional, it expands opportunities for career growth. Therefore, it is so important for any indifferent person to his career to know the rules of conducting business correspondence and take into account its various types. And the content of business letters, as well as their quality will depend on the professionalism of the correspondent.

With the help of business correspondence, issues are resolved, claims are raised, contracts are discussed, and values and documents are escorted.

Business style

The style of business letters should be precise and not allow variants of the interpretation of words. There must be a strict service subordination, even if this letter is a friend. It is allowed, and even encouraged, to repeat (in a limited number) lexical cliches. As a rule, various types of business letters cover several issues, limited to business topics. The tone is only neutral, not allowing personal ratings and inappropriate emotionality.

Business correspondence is always official, it is often registered and recorded.

Types of letters

The development of business, information technologies affect the business letter and its types, forcing it to take new forms. At present, the following types of letters are distinguished:

1. Commercial and business subjects. With the help of business, economic, organizational, and legal issues are resolved. The volume of these messages is from a few lines to several pages. Commercial solve the problem of selling services or goods and supplies. These are requests, offers, complaints.
2. Letters requiring a response (such as requests, appeals, requests, complaints, proposals) and not requiring (contain already described events and facts - escorts equivalent to receipts, confirmations).
3. Allocate such q Spruce letters: ordinary and circular - having one sender and several lower-ranking people on the career ladder.
4. A correspondence is considered standard, which contains ready-made forms of documents, samples. Types of business letters presented in this way are called regulated. If the sender writes a message from himself, then it is unregulated.
5. When a letter discloses one topic, it is called one-dimensional, if several-multidimensional.
6. Separately position types of business letters that reflect individual information for the addressee: congratulations, gratitude, condolences, recommendations, escorts.

Content of the business letter

1. An appeal designed to attract attention, interest, establish a level of contact. Appeal may be by office, by last name, first name and patronymic or generalized.
2. An introduction to the essence of the letter, clarifying the purpose or cause of the letter, consisting in the description, reference, gratitude, congratulation, claim and so on.
3. The main part (must have any business correspondence). Types of business letters of various purposes contain the main information, proposals, requirements, invitations, requests, orders. It contains logical justifications, a strictly chronological presentation of the facts, an analysis of the problem, structured benefits or possible losses.
4. All types of business letters must have a conclusion, consisting of conclusions, proposals, agreements, refusals, warnings. For example, they are: we remind, suggest, ask, we warn.
5. Standard final phrases designed to adjust for further cooperation, a temporary restriction, a possible refusal. Also, the final appeal is subordinated to the system of social values and priorities.

Recommendations for writing letters

1. The letter should be literate and convenient for reading, do not pile words and use lexical units, the exact meaning of which is not known.

2. All types of business letters should not be too large, it is better to minimize and structure information as much as possible.

3. In the process of reading, the addressee should feel respect, individuality of the letter, possession of the topic, positive infusion of the author.

4. It is important in the process of writing to establish agreements on the time, terms, conditions of contacts and contracts. This can be done in the form of a list of options or leading questions.

5. A tactful and professional, benevolent tone of the letter will necessarily set the recipient to a positive and prompt reply.

One of the components of a successful business is compliance with the rules of business correspondence, accounting for at least 80% of all documentation of organizations. Strict adherence to all standards emphasizes the legal value of business letters and ensures the rapid achievement of commercial objectives.