Create More Personal Business Letter Using These Techniques

WritingSkills.my.id - There are some techniques or methods which can change your writing style from the style which sounds ungainly to more personal style:

Using Contractions
Using Active Verbs
Using Direct Questions

Create More Personal Business Letter Style Using These Techniques

1. Using Contractions

The use of contractions such as it's, doesn't, I'm, you're, we're, they're, isn't, here's, that's and we'll will make a friendlier and more personal situation. However, it does not mean that contractions should be used every time. Sometimes, using the words like "do not", "you are", or "will not" sounds more natural than "don't", "you're", or "won't". Keep in mind that in a real conversation, those expressions are used alternately. Such custom is applied likewise in business letters writing.

2. Using Active Verbs

One of the keys to write good business letters is the use of active verbs rather than passive verbs. In business language, passive verbs are considered excessively long, ambiguous, boring, and giving some distance. On the other hand, active verbs make the letter writing style simpler, more informal, clearer, and more suitable. The following are some examples:

Passive Voice:

It was agreed by the committee...
At the last meeting, a report was made by the Secretary...
This form should be signed and should be returned to me.

Active Voice:

The committee agreed...
At the last meeting, the Secretary reported...
You should sign the form and return it to me.

Oftentimes, letter writers have some problems when they have to change sentences from active voice to passive voice.

First, many writers have a little understanding about passive voice, so that they miss the passive voice which should be changed to active voice; or sometimes they change sentences which must be active, but they change them to passive.

Second, some letter writers never use passive verbs because of their much effort to make active voice. Actually, In certain situation, passive sentences are still needed, and cannot be left out at all. One or two passive sentences are still OK, but too many passive sentences will ruin your business letter style.

3. Using Direct Questions

Direct questions are one of the essential parts in colloquial language. Therefore, the use of direct questions will give positive influence, and even this method is the technique which is generally used in marketing and advertising.

By using direct questions, information will be clearly delivered, and give a stronger effect.

Oftentimes, in business letter writing, the word "whether" is used to avoid direct questions. Look at the sentences examples below and their substituting sentences. Direct questions are simpler than the original sentences.

Original Sentences:

We would appreciate your advising us whether you want to continue this account or transfer it.
Please inform us whether payment against these receipts will be in order.

Substituting Sentences: