Primary among a letter’s objectives is the immediate need to communicate. This goal is the one that moves us to write the letter in the first place. Perhaps we write a business letter to make certain queries, make debt reminders or merely communicate routine information to our recipients. Because people relate to people, you should make sure your business letters sound human for optimum public relations results such that your words create the effect of a polite conversation. However this does not mean that you should write exactly as you would talk to your audience face to face. Writing demands more correctness of language with the words you use coming from your speaking vocabulary. The tone of your writing should consequently simulate a friendly conversation. Such writing produces warmth that is appealing and motivating to your target audience. Always remember that the language that communicates best is the language that is characterized by familiar words.
One of the most important methods of achieving a conversational tone when writing a business letter is by avoiding being too formal. Writing a conversational business letter is not easy because we tend to stiffen up and sound too formal whenever we write. Instead of being the warm and friendly people we are supposed to be, we end up being cold and stilted. The end result is the creation of an impression of your business organization as a cold and formal institution rather than that of a group of friendly folk doing business.
It is also important to avoid the language of business. Added to our natural difficulty in writing conversationally is an inherited tradition of stiff unnatural writing style that was pioneered by early business writers. They borrowed heavily from legal language of the courts and the flowery expressions of the aristocracy and developed a style of writing that came to be known as the language of business. It was a highly stereotyped, detached manner of communicating that had little of the warmth that is so essential for friendly human communications. Typifying this manner of writing were expressions such as these:
We beg to advice
In compliance with yours date of even date
Yours esteemed favor at hand
Said matter
In due coarse
Deem it advisable
Thanking you in advance
This style of writing business letters reached its peak in the late 1800s and remained very much with us in the early 20th century. In fact, the classic letter writing guide, Pitman’s mercantile Correspondence that was a popular reference during that period, is filled with such expressions. Illustrating this manner of word choice is the following example:
Gentlemen,
We have to thank you for yours of 28th inst…enclosing check for $95.12 in payment of our invoice of 17th inst. Formal receipt enclosed herewith. Trusting we will be favored with your further orders.
We are gentlemen.
Yours faithfully,
Fortunately, the old language of business no longer receives authoritative support. In fact, it has been under relentless attack by writing authorities for the last half century. That these efforts have been effective is unmistakably clear, for rarely do we see letters like Pitman’s example in today’s business. As we would expect however, even half a century of effort is not enough to change business people’s habits. There are many writers today who still end their letters with “Thanking you in advance, I remain…,” “Trusting that you understand my position,” and the like. There are also other outcroppings of bromides like “enclosed please find,” “We wish to thank,” “Permit me to say,” and “take the liberty.”
Conversational style of writing business letters can further be achieved by avoiding the use of rubber stamps. Rubber stamps are expressions that we usually use automatically in certain types of situations. They consist of a blend of carryovers from the language-of-business and the more recent expressions that we use without thought. However, because our filters have received them many times, such words give readers the feeling that they are being given routine treatment. Routine treatment is far less effective than special attention in creating good public relations. Perhaps the most widely used rubber stamp is the “thank you for your letter” variety of opening sentence. Sincere as its intent may be, its overuse tends to place it in the routine category, which is nowhere near the goodwill building effect that would result from words specially selected to fit the given situation. Also in the category is the “If I can be of further assistance, do not hesitate to call me” type of close. Other examples of modern-day rubber stamps are the following:
I am happy to be able to answer your letter
I have received your letter
This will acknowledge receipt of …
According to our records…
This is to inform you…
In accordance with your instructions
To eliminate these timeworn expressions as well as the more modern rubber stamps, you only need to write in the language of good conversation. The worn-out words and expressions are not part of your everyday vocabulary. If you use them at all, then definitely you acquired them from reading other people’s letters and not from your oral communication experience. So if you rely on your conversational vocabulary, you will automatically write in a style that will make a favorable impression on your reader. The differences between stilted and conversational writing styles are perhaps best described with contrasting illustrations.
Dull and Stiff Friendly and Conversational
This is to advise that we deem it a great Yes, you can certainly use the
pleasure to approve subject of your request equipment you asked about in
as per the letter of the 21st inst. your letter of 25th April.
Pursuant to this matter, I wish to state that These contract provisions are quite
the aforementioned provisions are unmistakably clear on this point.
clear.
This will acknowledge receipt of your June 15 Four dozen hunt Slakes should
for 4 dozen Hunt slacks. Please be advised that reach your store by May 30.
they will be shipped in accordance with your As you instructed, they will
Instructions by Green Arrow Motor Freight on shipped by Green Arrow Motor
May 30. Freight.
Thanking you in advance… I sincerely appreciate…
Herewith enclosed please find… Enclosed is…
I deem it advisable… I suggest…
I herewith hand you… Here is…
Kindly advice at an early date… Please let me know soon…
The undersigned wishes to advise I have the contract
that the aforementioned contract is
at hand
I hope this meets with your approval I hope you approve
Submitted herewith is your notification Attached is notification of our
Of our compliance with subject standards compliance with the standards
As you read through the above examples, note their effects as they filter through your mind. Try to visualize the person who wrote each, and record your impressions of the company the writer represents. You should definitely detect marked differences which in turn demonstrate why it so important to avoid such unnecessary rubber stamps in order to achieve effective business communication objectives.
