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BASIC RULES IN THE PREPARATION OF BUSINESS LETTERS

IN THE PARTS OF THE LETTER

1. The introduction:
Aims to capture the listener's attention
Leave a good feeling
It must have a logical structure and a sequential order
2. The development:
Session development
Customize the message
Awaken interest
Use diagrams, transparencies, and slides.
3. Conclusion:
Summarize the content
Propose or resolve
Thank you

IN GENERAL, THE BUSINESS LETTER

When writing your letters, NEVER FORGET the following tips:
CLEARLY DETERMINE THE OBJECTIVE
2. AVOID IRRITATING THE READER.
3. CHOOSE THE TONE OF THE LETTER CAREFULLY.
4. GATHER ALL POSSIBLE DATA ABOUT THE RECIPIENT
5. AVOID phrases like this: 'If you have already sent the stub, ignore this eager one.'
6. MAKE SURE THE PURPOSE OF YOUR LETTER IS NOT TOO TRANSPARENT
SO THAT IT DOES NOT TURN OUT TO BE HURTFUL.

MAIL FAILURES

We must eliminate everything that is superfluous, whether in information or adjectives. The fillers.
they lack real meaning, but there is a way to eradicate them.
The endemic use of the gerund is another flaw of the 'commercial language'.
Redundancies or what are called 'double reinforcement phrases.' They consist of using two words.
with the same meaning or in joining adjectives with similar meanings.
Avoid number expressions like "hundredth anniversary" or "five hundredth anniversary". Choose
correctly the cardinal, ordinal, and partitive numbers.
Roman numerals are mainly used to indicate centuries and the order in succession.
the kings or chapters, departments, parts of something, etc. The Roman numerals must
always write in uppercase or capital letters.
The writing of percentages. The most common error consists of writing 'one hundred percent' or
one hundred percent. It should be written: one hundred percent.
In these expressions, we should not mix numbers and letters. There should be a space between 100 and
%, as they are two different elements. Another detail is that the percent sign is in % but the
By so much per thousand, it has two zeros in the divisor.

THE FOLLOWING PHRASES MUST NOT APPEAR IN YOUR LETTERS:

Thanking you in advance It is brought to the attention of

We anticipate your thanks. Without further ado for the moment,
-News ready I remain attentive and sure server
We take the opportunity. His very dear friend
I remain at your service -At your service
I hope to see myself honored Confirming you
We remain at your service We plead
We are pleased Please notify us
We inform you As soon as possible
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THE INTRODUCTION
The introduction, as its name indicates, serves to start and introduce the content of the letter. The
the style of the introduction is always polite, even if the subject of the letter is a complaint, but
also direct.
It will say something that attracts the reader's attention like a powerful magnet. Once read, it does not...
there will be no choice but to move forward. Ensure that this start is excellent, as it is the point where
many letters are set aside.
That is to say, it should be a clear and concise way to start the body of the letter, for example:
The purpose of this is to inform you...
In response to your letter dated the 6th of this month...
We acknowledge receipt of your letter dated November 4...
We kindly ask you to get in touch...
In accordance with your kind request dated...
We are very sorry that we cannot respond positively to ...
Confirming our letter of the 7th of this month...
Regrettably, we are compelled to demand the urgent shipment of the requested goods with a date.
I am pleased to inform you that.
As we can see, these expressions help to draft the letter, as they are directly related.
addressing the subject for which the correspondence is taking place.

DEVELOPMENT: in this second phase, the data that may awaken interest is presented.
reader. Arguments, facts, and benefits, properly organized, lead to interest in the object, which
it must transform into the desire to obtain it.
CONCLUSION: finally, it is necessary to motivate the reader to take action, whether to purchase a product, to
an account or change of opinion.
Closing and farewell formulas
The writing always ends with a polite formula, just like the greeting or farewell, which will introduce the
signature:
Yours sincerely
Without further ado, I greet you attentively.
Receive a warm greeting
Very attentively
Although this last expression is almost always preceded by another one in which the conclusion is a request
response, apologizing for the inconvenience, etc. It is another way to summarize all the content of the letter.
For this, formulas such as the following will be used:
Waiting for your news...
If you wish to receive more detailed information...
With my thanks in advance...
Sorry for the inconvenience caused...
They should be brief and, if possible, condensed into two sentences. It is written on the left or on the right.
The pre-signature and the signature. - The signature must appear at the end of the letter and is written four spaces from the
farewell. It is a very important factor, as it authenticates and gives value to the letter. It almost always
accompanied by a signature clarification, which includes the title and name of the signer. Also
it can be written on the left or on the right. The pre-signature consists of:
Full name of the person writing
Your title or position
The signature will always be handwritten, immediately after the farewell, on the pre-signature.
with blue ink. Avoid using pens or inks of other colors.
Attachments - These are the documents that are attached to the letter. They must be cited on the left margin of
the sheet, introduced by the word Annexes, detailing the type of documents they are.

Postscript: never include it, as it indicates lack of attention or carelessness. There is an exception, it is about the
Postdatas made with all intention in the sales letters.
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The applicant must accurately, in detail, and concisely express the interests they have in applying for this.
employment and, at the same time, must showcase their qualities. To this end, cover letters are often accompanied by the resume
resume of the applicant, which will provide all the information about their knowledge and experience.
In the service offers from an individual to a company, it is generally essential to
presentation of the curriculum vitae. In the curriculum vitae, the interested party must provide a list of all
his professional and academic experience, in addition to providing his personal information. The information is
it details schematically, but it can always be accompanied by documents that certify what has been said
Although at first it is preferable to only submit the resume and if asked, present the
supporting documentation.
It is not always a letter, but many companies prefer it to be delivered in person. It is the norm.
that if it is sent by mail, it should be accompanied by a brief cover letter.
Above all, be clear and concise in presenting the data and do not lie or exaggerate your skills or
professional experience is completely useless. Remember that the resume must provide a good
image of you.

SERVICE OFFERS OF A COMPANY

Companies usually send offers of their services to individuals or other companies. And, normally,
they usually use this method: schools, banks or clinical entities.
In most cases, it is a means of promotion; furthermore, letters are not always sent to a
client or individual in particular, but are more impersonal, addressing the population in
general, Without selection. They are commonly known as 'propaganda'.
Contrary to what has been said so far about the brevity of the commercial style that characterizes the
business correspondence, this type of writing often uses long paragraphs, as they must detail the
services they offer. They tend to be too repetitive.

CIRCULARS.
They are writings that respond to a style of communications, as they usually inform about changes in a
company (change of address, dissolution of a firm, establishment of a new company, etc.).
The style of these communications is very private, as most of the time it is directed to a circle of
very limited and closed people (for example, shareholders of a company). Within this group of
The same text of the circular will be sent to people, without varying the content.
It is curious to observe that in the circulars the name of the judge present at the proceedings is often mentioned.
carried away. It is logical, for we must not forget the official nature of these writings.

CLAIMS
Claim letters are those that an individual or company sends to another firm to express
your complaint about the services (goods in poor condition, incorrect invoices, changes in the orders of
genre...)
The claims consist of two documents: the first, which is the claim itself, and
the second that is the response to that claim.
The wording of these letters must be taken care of, as the content addresses topics
delicate -the sender is complaining for some reason- that can be misinterpreted.

Purchase Orders
The letters or purchase orders serve for a company that has engaged in dealings with another to make
a purchase order.
For this reason, it is very important to write the document with the utmost clarity and precision, as it
This way, errors and misunderstandings that would delay the delivery will be avoided.
It is not a style of long paragraph letters, but rather the opposite. It starts with a
introduction - of the type 'I kindly ask you to send me' - and below is detailed, to the maximum, the genre that is
wishes to acquire.
There is a series of data that must always be included in these letters:
Buyer and seller information
Transportation methods
Date by which delivery must be made
Payment method and terms (bonuses, discounts)
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On many occasions, the company that places an order cancels it. To carry out an action regarding this
He must do it as quickly as possible, otherwise it will cause inconvenience to the firm that was supposed to send it.
merchandise.
Most of the time it is canceled by phone as it is much faster. The company will send a
response letter I know that the order has been canceled.
Once the company receives the order, it sends a letter in response to the sending firm.
this writing is known as "Shipping Notice".

SHIPPING NOTICE
We must distinguish two types of notice or shipping announcement:
The goods
The ones from the funds
Notice of shipment of goods
They are response letters to purchase orders. There is a series of data that must be included in these.
writings:
Buyer and seller data
Description of the requested and, logically, sent gender. The merchandise must be detailed as much as possible.
including quantities, price per unit, total amount, etc.
Transportation that you will use to make the shipment
Payment conditions
These letters must always be filed, because in this way, if any error arises in the order shipment, the
The receiving company has materials and documents to make a claim.
Notice of fund transfer
In this type of writing, checks, vouchers, or promissory notes are sent along with a cover letter.
It is advisable to make the check or voucher number very clear, avoiding corrections on the writing. No
will be mistaken or will cause misunderstandings.
Acknowledgment of receipt
The acknowledgments of receipt, along with the receipts, are the third and final step of the commercial operation. It is
say, once the company that initially placed an order for a purchase and with the
corresponding shipping acknowledgment already verified, you must also send a receipt acknowledgment for
to express their agreement.
It is advisable for the sending party to note in the acknowledgment of receipt if the order of goods was
correct and if it did not suffer any damage during transport. If you have any claims to make,
Do it. You are paying for services and they must be correct.
Currently, the acknowledgments of receipt follow the printed form. That is, to save time in this
such common chores in a company, there are pre-printed receipts that only
they have to fill in.
Don't forget: the new commercial correspondence is becoming increasingly impersonal. The printed materials and
forms break with the typical letter format. It is necessary to save time, so if you
wants to be in line with the new printed employments, for example, invoices.

THE INVOICE
The invoice is a type of document that the seller sends to the buyer detailing the goods.
understood in the sale.
Each company usually has pre-printed invoices - on which it is customary to show the
letterhead of the firm-.
The data that is usually included in an invoice is as follows.
Seller and buyer information
Detailed list of the items included in the sale
Price per unit and total amount
Taxes and withholdings
Discounts (if they take place)
Payment period
It is advisable for the company to accompany them with a small cover letter. Above all
Do not send an invoice with crossouts or amendments, as they can cause errors.
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1. Personal reports: a company requests from another information about a specific person.
that, normally, intends to hire. The interested firm will contact the sender to inform them
about the work capacity of the person in question.
The person responsible for drafting the response must do so with the utmost objectivity and truthfulness. Not
It should not reflect his personal opinion at all, but must stick to the data requested.
whether the report is positive or negative, it should be done concisely - it is preferable not to commit
too much and only send the precise data.
If you are the company making the request, please remember that the information you receive is completely confidential and
must be kept with the utmost reserve and discretion.
2. Business reports: when a company wishes to start a business with another, it usually requests
reports about her to another company with which it has traded previously.
In this case, data is usually requested about the company's capital, solvency in business, and staff that it
configuration, commercial behavior, etc.
It is not advisable to include personal observations or opinions in the response as they may influence
the final outcome of the agreement that the companies want to reach.
The company that responds to a request for commercial reports should not commit to any
moment, so we suggest being concise in answering only that information that is required.
ask.
Currently, a type of form is usually used for this type of reports that the company sends.
interested along with a brief cover letter. The house that receives the form fills it out with the
data requested and sends it to the interested company.

3. Other reports: We only have the bank reports and those that are drafted left to discuss.
representatives, travelers of a company and professionals
Bank statements are usually requested to check the economic conditions of an individual.
or a company. In principle, the bank is not obligated to provide this information unless
that the client in question has given permission.
The representatives and salespeople of a company must draft a report for the firm that
represent the management, contacts, and businesses that they have carried out. These writings must
detail to the maximum in order to avoid any kind of doubt.
Fundamental points for achieving good report writing:
The sender is requesting information from a company about a particular individual or firm.
Almost always, the sender and the recipient make first contact with the reports, that is, they do not know each other.
in advance.
From the previous point, it follows that the company sending the report must always be shown.
polite and brief, I might be able to get a new client.
If possible, the name of the company or individual from which it comes should not appear in the report.
they request reports.
Always remember the confidential nature of the information you receive.
Aspects not to forget when writing a response letter to reports:
- Above all and first and foremost, the responses must be written with OBJECTIVITY. To the company that
requests information does not care at all for your personal opinion, therefore, do not include it.
The writing style should be brief and concise, do not detail the information too much, it should not
to commit.
The data you include must be correct and true. If you think you do not have information to
explain send a letter of apology.
If you follow these tips, you will avoid misunderstandings and you will not get compromised. The writing
brief will provide you with an objective and precise explanation. You should not worry about sending reports of a character
negative, as long as you are sure of the information you send.

Professional reports: these are written or prepared by the competent professional on the subject in
issue for the company that requires, for example, financial reports, tax reports, reports
doctors, structural reports etc.