Written Communication

 Whenever you want to make something official, put it in writing.  Effective business writing is really more a matter of good organization than of literary talent. General Writing Etiquette 1.First determine whether writing is appropriate. It’s almost always best to write in the following cases:  when you are expressing thanks  when you want to clarify or confirm a phone conversation, a plan of action, or an agreement  when you are asking someone to study a matter before reaching a conclusion or taking action

2. Organize your thoughts. Think about the person to whom you are writing to. Decide exactly what you want to say & what you want the outcome of the communication to be. Think about what your central point is. 3. Be clear and concise. Get to the point as quickly as possible. Keep your language simple and your format brief. Eliminate extra words. If there are certain things you want to particularly emphasize, it is OK to underline them or use boldface type. But don’t overdo it.

Thank-you Notes The right occasions for thank-you notes:  When you receive a gift  Following a meal with a client, prospect or a visit to someone’s home. Include the person’s spouse, if appropriate.  Following a job interview or sales call. two purposes served here: a. to thank the interviewer or prospect for his/her time b. to restate your interest in the job or serving the client  To thank your host after a business trip. Be sure to send this as soon as possible after your return.  To praise an employee or vendor for a job exceptionally well done.

Thank-you note—cont’d  For maximum impact, thank-you notes should be sent within 24 hours.  Thank-you notes should be handwritten if at all possible.  Put your name and company name on it.  Thank-you notes should not look too formal.  Do not use stationery with cute pictures; it is unprofessional.  Make sure you use the recipient’s correct name and title.  Never guess about the spelling.  Your closing should not be overly familiar. “Sincerely” and “Best regards” are always safe choices.

courtesy  Keep your message short.  Don’t use all capital letters. In the world of cyber communication, capital letters scream at people.  Pay careful attention to your spelling and grammar.  Remember that isn’t private. Don’t write anything you wouldn’t want someone else to see!  Always use a subject line, and keep it concise. It could get your message read faster.  Only send copies of s to those that absolutely need it.