Instant Business Letters. Iain Maitland
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INSTANT
BUSINESS LETTERS
201 letters for every occasion
IAIN MAITLAND
To Tracey, Michael and Sophie
CONTENTS
Other titles in the Thorsons Business Series:
Instant Business Letters is written for you – the junior, middle or senior manager who has to write letters as part of your job. The first chapter, ‘Writing Effective Letters’, sets out all you need to know about planning a letter and choosing the correct approach, layout and style to suit every occasion. It includes a checklist questionnaire which will be of use throughout the book, and beyond.
Chapters 2 to 24 contain a wide and diverse range of letters from ‘Acceptances’ and ‘Acknowledgements’ through ‘Complaints’, ‘Enquiries’ and ‘Invitations’ to ‘Thank Yous’ and ‘Warnings’. You can use these immediately or amend them easily for your own, individual circumstances, by referring back to the first chapter and that checklist questionnaire.
Whatever your job and type and size of business, trade or industry, Instant Business Letters is relevant to you. Study a particular subject by checking the Table of Contents. Dip into it when you wish to find a specific letter by looking through the Letters Index. Read it from cover to cover if you want to learn as much as you can and become a first-class letter writer.
Iain Maitland
As a businessperson, it is essential that you know how to write effective letters. To begin with, you have to be able to plan a letter and choose the correct appearance, layout and style for each and every occasion. Only then can you go on to use the 201 ‘instant letters’ in this book, adapting them if necessary to suit your own particular needs and situation.
Planning a Letter
The key to a successful letter is planning. It is not enough simply to write down whatever comes into your head – you need to approach the task in a careful and thorough manner. This involves four main steps:
1) identifying your goals
2) establishing the facts
3) analysing the recipient
4) preparing a draft.
Identifying Your Goals
Think about what you are trying to achieve with this letter. Perhaps you wish to introduce your products and services to a prospective customer, and persuade him or her to place an order with your firm. Alternatively, you might want to force a late payer to settle an overdue account as soon as possible, without having to take legal action against that individual or organisation. Whether you are seeking to make a sale, obtain payment or whatever, always have your goals focused clearly in your mind. Your letter should develop from these, and these alone:
Establishing the Facts
Having set your goals, familiarise yourself with the facts of the matter. To sell those goods and services you must know all about their qualities, prices, special offers, discounts available, delivery dates and the like. If you want to be paid, you have to be