文件名称：HOW TO IMPROVE YOUR BUSINESS LETTERS
文件大小：71KB
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更新时间：2011-12-18 03:14:27
HOW TO IMPROVE YOUR BUSINESS
The importance of good business writing skills cannot be underestimated. Here are some tips: 1. Remember the old public speaking adage: "Tell them what you're going to say, say it, then tell them what you said." The same principle holds when writing a business report. In an introductory paragraph (or section), tell your reader what you are going to say; in the body, say it; and in a concluding paragraph (or section), review what you have said. 2. Be excited by your topic. It shows! If you are not excited, you can be sure your readers will share your lack of enthusiasm. 3. Break up your writing with headings, subheadings, lists, tables, and figures. This helps the reader to understand and organize the content of your document. It is difficult to focus on and digest unrelieved text. 4. Proof-read, spell-check, and grammar-check your work! A good trick for proofreading is to read your report aloud in a conversational voice. Your tongue will often catch awkward phrases and words which your eyes might otherwise overlook. 5. Cite your sources of information and data, and include a reference list. A good and simple way to cite your sources is simply to include the name of the author and year of publication in parentheses within the body of your text (Lawrence 1999). Then include the full citation in a reference section at the end of your paper: The Ten Secrets of Writing a Business Letter: 1. Start From the End Decide what the result of your letter ought to be. List things you’d like to say, and review them. Remove those not supporting the main idea. Good letters have a strong sense of purpose. 2. Get to the Point Early Don’t delay. You should state your main cause in the first paragraph. 3. Put Yourself in Your Reader’s Place If the letter came to you, how would you respond? Be pleasant; try to turn negative statements into positive ones. 4. Say it Plainly Phrases like “in compliance with your request” and “enclosed herewith” are stilted. Write as you talk — naturally. Include just one idea. Sentences longer than two typed lines are suspect. 5. Clear the Deadwood Cut words, sentences, and even paragraphs that don’t contribute. Work hard to simplify your reader’s job. Be especially careful with adjectives, which can sap strength from your words. 6. Use Active Verbs Passive voice is weak and confusing. “A decision has been reached by the committee” is inferior to “The committee has reached a decision.” Also, readers can sense your evasiveness if you write: “Your order has been misplaced” instead of “I misplaced your order.” 7. Be Human Your letter should read like a conversation. Address your reader by name: “Dear Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the body. You want her to know the letter is personal. Whenever you can, use pronouns like I, we, and you. 8. Never Write in Anger Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat manner. Your chances of success will multiply tenfold. 9. End With an Action Step The end of a letter should suggest the reader’s next move, or your own. Don’t write distracting closings like: “Again, thank you for . . .” or “If you have problems, please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature; it may be a perfect ending. 10. Be Professional The most well-written letters can’t survive bad presentation. Use a clean, logical format for your letter. A 7. Be Human Your letter should read like a conversation. Address your reader by name: “Dear Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the body. You want her to know the letter is personal. Whenever you can, use pronouns like I, we, and you. 8. Never Write in Anger Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat manner. Your chances of success will multiply tenfold. 9. End With an Action Step The end of a letter should suggest the reader’s next move, or your own. Don’t write distracting closings like: “Again, thank you for . . .” or “If you have problems, please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature; it may be a perfect ending. 10. Be Professional The most well-written letters can’t survive bad presentation. Use a clean, logical format for your letter. A7. Be Human Your letter should read like a conversation. Address your reader by name: “Dear Ms. Hartman.” And if you can fit it in naturally, use Ms. Hartman’s name in the body. You want her to know the letter is personal. Whenever you can, use pronouns like I, we, and you. 8. Never Write in Anger Anger will evaporate; a letter won’t. Devise a way to handle problems in an upbeat manner. Your chances of success will multiply tenfold. 9. End With an Action Step The end of a letter should suggest the reader’s next move, or your own. Don’t write distracting closings like: “Again, thank you for . . .” or “If you have problems, please don’t hesitate to call.” Close with a simple “Sincerely,” and your signature; it may be a perfect ending. 10. Be Professional The most well-written letters can’t survive bad presentation. Use a clean, logical format for your letter. A crowded or over-designed page distracts from your message.