How To Write Your Business Letters In A Positive Tone
By: Jane Sumerset
Submitted: 2010-02-28 09:02:07 | Word Count: 500
Writing is also a part in the business world. We all know that. That is why students nowadays are being taught by their respective schools on how to write business letters in a formal and effective way.
Despite the fact that not all students are eager to learn on how to write it and they always find it boring unlike informal letters. However, writing business letter can be a bit risky as it requires professionalism.
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If you find it hard to write one, there is no need to worry about it since there are still ways on how to write business letters in an efficient way. Although the overall structure really matters, tone and effectiveness in business writing also plays a very important role as it affect you reputation as a professional worker.
In business, we are always told to keep our writing professional. Whether it is an email, a proposal or a report, your text has to reflect your level of business polish. In the rush to fashion writing that reflects a competent tone, we often forget about another important aspect of business writing: keeping it positive.
The idea is simple. Words that affect your reader positively will help produce the responses you are looking for; those with a negative spin are only likely to generate resistance and defensiveness. And those two opposing results usually hold true, regardless of whether your work sounds particularly professional.
The simplest way to ensure that your business letters reflect a positive picture is to use positive words. Sounds easy enough, right? Avoid words that deny (such as “no,” “never,” “do not,” “stop”), convey unpleasantness (such as “unfortunately,” “sadly,” “problem”) and blame (such as “fault,” “liability”). It’s harder than it seems, though, and you will likely end up still using them, so do watch out for them during your proofreading. If your English writing software has the ability to fire up alerts when it encounters those “negative” words (you will usually have to add them in), make sure to make full use of it.
Sometimes, the message you have to convey is just negative to begin with. Even so, you can soften its effect. Instead of just composing a “devastating” letter, you can superimpose a positive image on top of the negative one, aside from using the thesaurus in your writing software to find more “upbeat” words. Common techniques of doing this include:
1. Using the positive form of a sentence. (e.g. instead of saying “You can’t work on Project A,” you can deliver it positively by stating that “You should work on Project B.”)
2. Avoid apologizing. Instead, propose possible actions.
3. Avoid lengthy explanations. No one wants a reason – they want a solution. Focus on that.
You should always bear in mind about how writing a business letter as it reflects your character in writing towards your recipient. Although it can be hard from the start but later on, all things can be acquired if you will follow all the rules effectively.
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