business letter etiquette Surely you never will come to mindchief: "Hello, my friend! How are you? "Except for the rare cases when both the leader and the friend get along in his face, this is inappropriate. At the same time, in the process of official correspondence, we allow ourselves even more grandiose blunders. But, you must agree, it is necessary to know the etiquette of a business letter in order to look solid and have a good reputation. We will tear off all the covers that hide the truth, and tell you how to communicate with business partners competently.

Specificity of business relations

If you want to understand how to write correctlyletters on work, you need to know what business communication is different from the usual. Like any other, it includes the exchange of information, interaction and perception of each other. But the main feature of business communication is that there is practically no personal component in it. For example, at work or in any state organization, we practically do not show any peculiarities of character peculiar to us: do not joke, do not shout, do not dance, etc. ... On the contrary, we put on the mask of a calm, polite and business man, whom you can not break through. In business communication, emotion is not the place. None of your partners, colleagues or clients will suit you, if you suddenly begin to cry or jump for joy. No, of course, you are not a robot, but something close to it. At least, you have to avoid bright and deep emotions. Another feature of business communication - it can not be stopped when you want it. That is, in normal life this also happens, for example, when you are talking with your mother-in-law or parents. But in the professional sphere, you can not go away if the client or business partner asks you something. And also to ignore his letters, messages and calls - there is a risk of losing his job after such. That's why in the various requirements for vacancies so popular is the line about stress resistance and teamwork, because in a business environment you will have to face and communicate with a wide variety of people. Business communication always has a purpose. If in the kitchen with your friends you are going to just chat (although this also has its own needs), then at work you meet with certain people with a fairly clear idea. This can be a discussion of the project, planning the work of the organization for the next six months or something else. Accordingly, this feature forms the nature of business communication: mature, "dry", fast, clear and without lyrical digressions. At least, that's how things are in most situations. business etiquette

The general etiquette of a business letter

Naturally, written speech is strongit differs from the oral one: in it, you do not have the opportunity to enter the accents intonationally. And the etiquette norms in this case are much greater - at least, that's how it seems at the moment when you decide to write a business letter. Separately it is necessary to mention a paper. If earlier, speaking of the letter, you immediately imagined a snow-white envelope, which was lowered into the mailbox, but now the situation has changed. Usual mail is used less and less, while electronic mail is gaining momentum. We should not forget that the letter paper must be perfectly clean and not crumpled - it's a matter of reputation. It is desirable to have letterheads with the logo and phone numbers for business correspondence. All pages, except for the title page, should be numbered. However, ordinary mail is increasingly used not for sending letters, but for sending out contracts and other business papers. Communication is at the mercy of e-mail correspondence. By the way, in cases where you need to quickly solve a question and it is appropriate, the addresses and greetings in each repeated message can be omitted. But the first letter one way or another should start with a construction like: "Good afternoon, dear Ivan Ivanovich ...". In literacy (especially business), literacy is especially important. When you just talk with a person, it's enough just to avoid deliberate speech errors and rudiments, correctly setting the stress. On the same letter, all your gaps in the knowledge of the Russian language can become obvious. Therefore, if you do not feel confident in your own literacy, before sending the letter it is better to check again for grammatical errors. Do not forget to write the beginning of the sentence with a capital letter and arrange punctuation, because without it it can be very difficult to understand the meaning of the message. Use omissions and dots to structure the text. Speaking of the style of communication, do not forget that your letter, in the first place, should be "readable". That is, it is recommended to avoid complex multi-level structures and extra words (except when you are a lawyer, or it is necessary in the correspondence). Bring live examples, dilute the text with diagrams and diagrams - this makes information more visible and understandable. The language of business correspondence, unlike the usual one, often abounds with professional jargon and cliches - this is the etiquette norm. business letter etiquette

Nuances of business correspondence

Above we talked about the general etiquette of businesscorrespondence. However, there are multiple nuances, the description of which is worthy not that of a separate article, but of a whole book. We have specially selected the most popular and actual features of a business letter for you. We suggest to familiarize with them. Structure of a business letter Like any other, business letter has its own clear structure. Only if in the ordinary it can vary greatly from case to case and depending on your desire, then in the service message there are quite strict rules for writing. At the same time, there is no single standard on which most letters are drawn up - as a rule, each company has its own norms. Nevertheless, we offer to your attention the most general principles of drafting an electronic business letter that will be relevant in ninety percent of cases.

  • The "cap" of the letter, corresponding to the corporatestyle Remember, just above, we talked about the need for every solid company to have its own branded paper forms? The same goes for e-mails. If you still do not have this, then suggest this initiative to the authorities. Of course, the technical support department will curse you, but the letters from your organization will look more solid.
  • Greeting In business messages it is not necessarygreeting as such (the words "hello" and "good day") - instead it is recommended to address immediately to the addressee on behalf of the patronymic. However, if the correspondence is interpersonal, but having a formal character, it will be appropriate to meet your interlocutor in the first letter.
  • The main content of the letter This part hasthe highest information load: in it you disclose the purpose of your conversion. There can be several such aspects, accordingly, the statement of each must begin with a separate paragraph. Allocation is necessary due to the fact that for each problem, as a rule, an independent decision is made. Examples are the following phrases: "ask", "inform", "suggest for consideration", etc. ... Remember that within the aspects too there is a structure. You need to justify the relevance of the request, disclose its content, describe the expected result in case of a satisfactory answer and formulate certain guarantees for the addressee.
  • Farewell In contrast to conventional conversational speech, inbusiness letters do not use direct speech formulas. The final phrase is the expression of respect and courtesy. For example, "sincerely yours", "with best wishes", "with respect", "thankful in advance for the answer", etc. ...
  • Personal signature It must beYour surname, name and patronymic, post (possibly with the department name), as well as contact phone numbers are indicated. Without this, it is often very difficult to keep in touch with a person. By the way, now there is such an option as an electronic signature. It is a special file with a text signature, which is automatically placed at the end of each letter. Its use is considered a good form in large companies. In addition, it can act as an unobtrusive advertising your organization. If we talk about the size, then the electronic signature should not be more than five or six lines and exceed the volume of seventy characters.
  • Link to the organization's website and logo This is the sameelements of corporate style, as well as a letterhead. In addition, if you send out promotional offers or offers of cooperation, your addressees will be pleased that they do not need to break the whole Internet in search of information about the company.
  • It should be remembered that this rather universalstructure may vary depending on the type of message. Allocate advertising, thank-you, guarantee and covering letters, invitations, notifications, statements, reminders, messages, warnings and demands. But almost all of them apply this structure. The size of the e-mail is clearly specified by the etiquette norms: as a rule, it should be twice as short as the one written by hand. If you want to send a large amount of information, then in the body of the letter it is better to put a short accompanying text, and everything else is designed as a separate attachment. In those cases when it has a large volume exceeding one megabyte, the addressee is better to warn about it - not all companies pay unlimited access to the Internet. Reply to the message You probably noticed that when you press the "Reply" button when sending a message, a "Re ..." particle appears in front of the response letter. It will help your addressee understand what message you answered. And in the opened window the text of the previous correspondence appears. Wash it or save it - that's the question. It all depends on what level of formalities the correspondence has. Simply put, if you correspond with a friend or some other person with whom an extremely formal syllable is not necessary, you can erase what is superfluous, leaving only lines to understand what the conversation is about. For convenience, you can also break your letter into these very quotes and place each answer under each of them. If the correspondence should be within the framework of all formalities, then keep its content intact. Speech formulas As you have already noticed, business letters are almost completely built on all sorts of speech cliches or cliches - stable expressions that demonstrate this or that phenomenon. It is very useful to have at hand a "piggy bank" of these very formulas that you can link to each other and write long messages in semi-automatic mode. About the mandatory greeting, we wrote above, so let's turn to less common but equally relevant thoughts.

    • The expression of regret: "We regret to inform you ...", "Unfortunately, we do not have the opportunity to agree ...", "Unfortunately we came across ...";
    • Praise: "Thank you for ...", "Let me express my gratitude for ...", "Given your huge contribution to ...", "Because you are leading experts in your field", "Thank you for ...";
    • An invitation underlined by positive emotions: "We would be happy to receive from you ...", "Accept our invitation, and we hope that you will have time ...", "We have the honor to offer you ....", "We are pleased to invite you ...";
    • Final phrases: "We hope for further cooperation," "We look forward to new ideas from you", "We express our confidence that the problem will be solved in the near future," "We wish you success";

    Timing of response to emails So, yousent a message, but no answer. It is quite logical that you begin to worry if the recipient has received your message. In order to avoid this unpleasant situation in the future, use the "Notice of Receipt" function, which automatically sends you a confirmation that your letter has been viewed. Or enter a line asking to do this in the body of the message. An alternative way of checking is also a simple call to the addressee with the question of the delivery of the letter. In general, according to the norms of the etiquette of business communication, the answer should not be delayed for more than two days. If you need more time, then you should notify your partner by correspondence. And, of course, do not forget that the answer is for all letters (except for the obvious spam) - this is a guarantee of your business reputation. Any norm presupposes a kind of social agreement that facilitates the interaction of participants in communication. But ignorance of these rules can bring a lot of problems to partners by correspondence. Therefore, print this article and hang it over the monitor - and very soon all the norms we have voiced will enter your consciousness by themselves, ceasing to inconvenience you.