Business Letters
What this handout is about
This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.
Principles to keep in mindBusiness writing is different
Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context.
When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the “bottom line”: the point you are making about a situation or problem and how they should respond.
Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing, you must know your audience.
In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter’s content is clear and that you have proofread it carefully.
Pronouns and active versus passive voice
Personal pronouns (like I, we, and you) are important in letters and memos. In such documents, it is perfectly appropriate to refer to yourself as I and to the reader as you. Be careful, however, when you use the pronoun we in a business letter that is written on company stationery, since it commits your company to what you have written. When stating your opinion, use I; when presenting company policy, use we.
The best writers strive to achieve a style that is so clear that their messages cannot be misunderstood. One way to achieve a clear style is to minimize your use of the passive voice. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous or overly impersonal. Here’s an example of the same point stated in passive voice and in the active voice:
PASSIVE: The net benefits of subsidiary divestiture were grossly overestimated.[Who did the overestimating?]ACTIVE: The Global Finance Team grossly overestimated the net benefits of subsidiary divestiture.
The second version is clearer and thus preferable.
Of course, there are exceptions to every rule. What if you are the head of the Global Finance Team? You may want to get your message across without calling excessive attention to the fact that the error was your team’s fault. The passive voice allows you to gloss over an unflattering point—but you should use it sparingly.
Focus and specificity
Business writing should be clear and concise. Take care, however, that your document does not turn out as an endless series of short, choppy sentences. Keep in mind also that “concise” does not have to mean “blunt”—you still need to think about your tone and the audience for whom you are writing. Consider the following examples:
After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.
Nobody liked your project idea, so we are not going to give you any funding.
The first version is a weaker statement, emphasizing facts not directly relevant to its point. The second version provides the information in a simple and direct manner. But you don’t need to be an expert on style to know that the first phrasing is diplomatic and respectful (even though it’s less concise) as compared with the second version, which is unnecessarily harsh and likely to provoke a negative reaction.
Business letters: where to begin
Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it thorough. Next, identify qualifications, attributes, objectives, or answers
1. John Locke's belief in natural rights and non dependence on government. He wanted freedom of life liberty and property. He also made the separation of powers and had influence on the three examples of inalienable rights in the declaration of independence.what are the three inalienable rights they are Life
Liberty and the pursuit of happiness.John Locke believed that Thomas Jefferson regarded Locke as the one of the most important philosophers in regard to the subject of liberty.Thomas Jefferson was not the only founding father to agree with Locke's philosophy. James Madison's writings were influenced from Locke. Locke's theory of inalienable rights were at the core of the American revolution and Remain as the leading foundation in the American dream.
3. An example of Freneau's Romantic stereotype can be found in this excerpt of his writing. Fancy bound and therefore capable of conjuring up Indian that are shown to be forever alive in the sublime realm of mist, moonlight and shadow. Although Freneau's Romantic stereotype seems to the admire the American savages he also shows elements of European condescension towards Indians. There are derogatory comments made towards the natives such as calling them a rudder race,children of the forest,who in death produce many a barbarous form,to haunt their graveyard and punish unwary intruders.
4. Francis Scott employs dramatic imagery of the battle of bunker. The first lines are Oh say can you see by the dawns early light what so proudly we hailed at the twilight's last gleaming. The beginning of the star spangled banner means they survived from day the beginning of day to the end of night. The third verse of the star spangled banner is describing the battle with cannons bursting and rockets but the flag was still waving amidst the chaos of war. Finally the last verse of the star spangled banner means the flag still waves over free land of the United States of America.
Hope this answer helps and enjoy the rest of your day :D
