Content and types of business letters

A 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, accurate, formal style.

Business letter

Now, in the age of the Internet, the importance of business correspondence has not diminished, but simply changed media - from paper to electronic - and has become faster. Therefore, it is extremely important for each employee who is looking for work, as well as for people in senior positions, to be able to correctly compose various types of business letters.

Moreover, this partially characterizes him as a professional, and expands his career opportunities. Therefore, it is so important for any person who is not indifferent 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 made, contracts are discussed, and values ​​and documents are maintained.

Business style

The style of business letters should be accurate and not allow for the interpretation of words. There should be a strict official subordination, even if this is a letter to a friend. Repetition (in a limited number) of lexical stamps is allowed, and even encouraged. As a rule, various types of business letters cover several issues limited by business topics. The tone is used only neutral, not allowing personal assessments and inappropriate emotionality.

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

Types of letters

Business development, information technology 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 several lines to several pages. Commercial ones solve the problems of selling services or goods and supplies. These are inquiries, offers, complaints.
2. Letters requiring an answer (such as requests, appeals, requests, complaints, offers) and not requiring (contain the events and facts already described - accompaniments that are equivalent to receipts, confirmations).
3. Allocate such
   
   spruce letters: regular and circular - having one sender and several downstream addressees on the career ladder.
4. Correspondence, which contains ready-made forms of documents, samples, is considered standard. The types of business letters presented in this way are called regulated. If the sender writes a message from himself, then unregulated.
5. When a letter reveals one topic, it is called one-aspect, if several - multi-aspect.
6. Separately positioned are the types of business letters that reflect individual information for the addressee: congratulations, thanks, condolences, recommendations, escorts.

Business Letter Content

1. An appeal designed to attract attention, interest, establish the level of contact. An appeal may be by position, by last name, first name and patronymic or generalized.
2. An introduction to the essence of the letter, clarifying the purpose or reason for the letter, consisting in the description, link, thanks, congratulations, complaints, and so on.
3. The main part (should have any business correspondence). Types of business letters of various purposes contain the main information, proposals, requirements, invitations, request, order. It contains rationale, a strictly chronological presentation of the facts, an analysis of the problem, structured benefits or potential losses.
4. All types of business letters must have a conclusion consisting of conclusions, proposals, agreements, refusals, warnings. For example, such: we remind, we offer, we ask, we warn.
5. Standard closing phrases designed to set up for further cooperation, a time limit, a possible refusal. The final appeal is also subject to a system of social values ​​and priorities.

Writing Guidelines

1. The letter should be literate and easy to read, do not pile up 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 reduce 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 subject, positive infusion of the author.

4. It is important in the process of writing to establish an agreement 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. Tactful and professional, benevolent tone of the letter will surely set the recipient to a positive and quick response.

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