When sending a business letter, "you must assume that your audience has limited time in which to read it and is likely to skim," according to the University of North Carolina Writing Center. Writing effective business messages, however, is easy.
Opening
Be direct. Personalize the message and immediately inform readers why they have received the letter and any actions they are expected to carry out. If readers will resist the message, incorporate persuasive elements, such as counterarguments.
Body
Explain any requests for action and provide details. Use bullets, numbers, font changes and the like to help readers find and remember your main points.
Conclusion
Provide specifics. In the book "Business Communication: Process and Product," author Mary Ellen Guffey says, "Research shows that people want to know why they should do something---even if the reasons seem obvious." Note the benefits of meeting deadlines.
The Writing Process: Pre-Writing
Analyze the purpose for your communication, anticipate the audience and adapt the message. If you anticipate receptive readers, the direct approach works best. If you anticipate opposition, addressing concerns will help allay fears and invite acceptance of your message.
The Writing Process: Writing
Establish credibility with research. Know and use current and accurate facts to back up claims. Organize your writing with an outline before composing. Keep all communication brief.
The Writing Process: Revision
Search for and eliminate all wordiness. Proofread for style, grammar, mechanics and spelling, as errors will distract the reader and compromise your credibility. Before sending the message, evaluate the effectiveness of your communication. Make sure you have met your writing goals.
