Conciseness and Closing Sentences (Outlook) in Business Letter Writing

WritingSkills.my.id - There are many factors to be considered in choosing certain language style in writing business letters. Those factors are tone, outlook, "you approach", and organization. The correct use of style in sending the message by means of writing creates very positive effect to the readers. The same result happens when other factors are applied correctly.

Outlook

a. Conciseness

Besides trying to use natural tone in writing business letter, a business letter writer must also give positive impression by means of the concise letter outlook. This can be achieved by using short words and phrases. Although that can make the letter looks not pleasant, the letter still must have polite and concise style, but brief.

The main and most basic purpose of business letter is maintaining a good side of customers. Even, "naughty" customers could be good and loyal sometimes. Simple words like "thank you" or "please" are just enough to make ordinary business letters more polite. However, it is better to write "Thank you for your recent order" than to write "We have received your order".

It needs carefulness when you have to send message about something which could give bad feeling to your recipient. Expressions like "your error" or " your failure" must not be used. However, other expressions like "We are sorry", "our apology", or "I appreciate" on the contrary can give big advantage in rebuilding a better business relationship. Take a look closely at the following examples:

- Checking our records, we have verified the error in your November bill.
+ Please accept our sincere apologies for the error in your November bill.

The second sentence sounds more pleasant for the reader of the letter, and this could maintain a customer to be loyal; while the first sentence could insult the reader's feeling because the nuance of the letter gives some distance and gives impression that the error is done by the customer. Also, the sentence tone sounds as if the reader is someone else, not a customer.

Examine closely at the following examples:

- Because you have refused to pay your long overdue bill, your credit rating is in jeopardy.
+ Because the $520 balance on your account is now over ninety days past due, your credit rating is now in jeopardy.

Compared to the first sentence, the second sentence does not sound a personal "attack" to the reader. In addition, because the sentence contains important details, the reader will accept it with a broadminded feeling.

b. Closing Sentences

The closing sentences which reflect the writer's expectation to the reader's reaction oftentimes are needed in business letters. However, many writers do not use complete sentences but rather use phrases.

Take a look at these examples:

Looking forward to your early reply.
Hoping to hear from you soon.
Thanking you for your interest.

Such "Participial Phrases" should not be used to close a business letter. In a business letter, such mistakes or errors like that cannot be accepted. A sentence must have a subject and a verb, and this even make the purpose of expressions clearer. The above phrases can be fixed by changing them into the sentences like the examples below: