Quick, Effective Business Writing

Do business letters take too much time to write? Are you uncomfortable with writing? Do you avoid it? Do typos plague you and damage your credibility?

It doesn't have to be that way. If you follow this advice, you can begin using your writing as an asset, not a curse. The key is to write as you speak and stop trying to "sound smart." Look at the example (below right) of a nice, crisp business letter.

Stop worrying about silly rules. Many of the rules drilled into your head in school do more harm than good, e.g., "never end a sentence with a preposition." That rule is now out-of-date anyway. Just focus on making your point as clearly as possible. The recipient will appreciate that your letter is clear and to the point.

Use punctuation to show readers how you intend your sentence to read, e.g., I get The Business Owner for one reason: to enhance my skill as a business owner.

Format your letters so they are pleasing to the eye and do not detract from information in the letter. Use a conservative, easy-to-read font such as Ariel, Calibri or Times Roman in 12-point size, and block everything flush left as we do here on this page.

Structure the information to help readers quickly understand your points. If you have lists, make key points easy to see using bullets, dashes, numbers, letters or other marks for emphasis.

Reread and proofread every word. You can't afford typographical errors in your letters. If your proofreader misses typos, find a new one. Email DPerkins@DLPerkins.com and I'll send you the name and email address of an affordable, quality copy editor and proofreader.

It's a piece of cake. You email your letters, marketing materials, website content, catalog pages, etc. to the editor, who emails you back edited copy, typically the same day or overnight, with an invoice.

Don't write letters if a phone call or short email will do the trick. One key to reducing time wasted on worrying about your business letters is to write fewer of them. But avoiding them when a letter is more appropriate or effective is not the answer, either. Letters are great for documenting an agreement or understanding, providing "official" notice, taking a stance, and/or showing respect, care or concern.

Letters are NOT good for sharing ideas, discussing issues or airing disputes. The sample landlord letter below was written because the author wanted to get his landlord's attention that he had a problem. The writer does not want to move, and hopes his letter will help negotiate a favorable deal in a timely manner that ensures improvements are finally made.

Writing is an important strategic asset. If you need help, call me at 800-634-0605. Then read this short, clearly written book on business writing: The Plain English Approach to Business Writing, by Edward P. Bailey, Jr.