Planning
not guarantee you’re writing to be accepted well known. You have to know more
specific your reader and what make interested in. any components that you have
to focus and give attention on it like your language, tone, and captured the
reader’s interest for your letter. Then the basic mechanics of a letter also to
be matter (structure, appearance, and grammar), think seriously about it and
your letter will read through.
~
Language >>> Clarity vs. Ambiguity
Language
is worldly. I mean explain how language is important for communication toward
people around the world. Even so, language not only speak or communicate but
have to understand by receiver. Maybe the person who work in industry
areas doesn’t understand the English in chemical. I’m confident on the simple
rule to remember the English of you use in your everyday business should be
same good English used by people in all walks of life. So, know the English as
widely and learn it as business. Be
clear and straightforward in your letters. Write what you mean and don’t
make circles what you mean. Let’s make the clarity and direct of the statement
and the sample is about an important accounting.
I’m writing to you about my
passion related the benefit to society, accounting offered a solution to the
society toward the poor and slum community. But the passion aside clue, it can
use to deceive others. It’s like double side of sword, one give great impact
and one give through misery.
Be
as direct as possible in your letter writing. Instead of using many words (My
correspondence was initiated to inform you of… or the simply, I am
writing to you about…). If you write as right out and beat about the bush so
you can grab your reader and find out more about what you have to say. You
don’t have space to write as much as you can and just clearly and directly. Avoid
the use of pompous or inflated language and unambiguous in your letters.
Sometimes when you think you have done it clear, the reader can’t catch your
meaning and you can never be sure that the reader will understand your letter. The ambiguity language is another problem with
example paragraph above.
The County Business Association has served to keep me informed
of and actively involved in, the current political and economic issues
affecting small businesses through its monthly breakfast meetings with
interesting and impressive speakers, its newsletter on legislative activities
in Washington, and several other programs outlined in the attached letter.
The
county is not have related to the current political and economic issues. If we
had opportunities to remark it will be sure of its meaning, the chances it will
be written as clearly like above. Making your sentences inter correlate to
other sentences so as to coherence and not ambiguous.
Through monthly breakfast meetings with interesting speakers,
a newsletter on legislative activities in Washington, and several other
programs, the County Business Association has kept me informed of and involved
in the current political and economic issues affecting smaller businesses.
~Tone
>>>Personality
Tone
is the personality of your language and give the positive impact to the
readers. First of all, you should write using your tone at very start and
covered throughout. This can make a perspective where the writer can appeal the
personality related the topics and give response definitely. This sample will
refer to the effective and personal tone.
Mr.
Takeshimura
Shiodome
Land
Tokyo,
Japan
Welcome!
Your account at Lifull Food Supply has been approved. We’re proud to have you
as a customer.
As
you probably know, Lifull Food Supply is a 50-year old company with 95 stores
in Asia. We supply a complete line of groceries products to our market line,
including snack, biscuits, sweets, crackers, drinking bottles and glass, and
etc. As a leader in this industry, we strive to provide the best service
possible to our customers. Our goal is be your most valuable suppliers.
Customer satisfaction is our number one priority.
Your
approved credit line is ¥10,000
with billing terms of net 10. Monthly statements are mailed on the first or
second working day each month. A service charge is added to past due balances
that are not paid by the twenty-fifth day on the billing month.
We
at Lifful Food Supply welcome the opportunity to serve you and look forward to
a long and prosperous relationship.
Your
branch manager is Mitsuhida Nakano. Her telephone number is 832xxxxx.
Sincerely,
Yuki
Akato
Vice
Presidents-Credit Sales
~
Focus of Attention >>>> you of Attitude
The
important concepts in the letters is called “you attitude”, it’s provide
explanation of the letter toward is. Maybe this rough is simple but you have to
the “you” to whom as explicit and really pertinent. The assume that his or her
interest and knowledge not same both the reader and writer. So some legwork
needs to be done when you’re deciding how to make a letter reader-oriented. The
question that you have to think are like what will motivate the reader to react
favorably to my letter? What interest this reader? What is this reader’s
viewpoint on issues I am addressing in my letter? Sometimes you will not find
and know the answers to these questions or you did research which help only
then.
The
reader of your letter have to confident what are you impress of some personal
value of yours and will get react as well. According to sample letter above,
the letter is maintained no jobs available and the person will apply the job in
the company, so the reader endeavor react positively and jobs should open up at
a later date for which he is qualified, Then the HRD has served a good purpose
by keeping a positive relationship with a prospective employee. The letter is
certainly focusing attention to the reader, but the whole idea of creating a
personality or tone to let the reader know as you to be categorically.
[Date]
Mr.
Yuki Nakano
73
Shiodome Apartment
Tokyo,
Japan
Mr.
Yuki, thank you for your recent employment application. We are complimented
that you would consider the Sari Makmur Company as a place of employment.
Your
application will be retained in our open files. Currently, we do not have any
openings, but should one occur you may be contacted for an interview.
I
would appreciate it if you would notify me if you wish to cancel your application
for any reason.
Bayu
Persada-Vice President Human Resoures
I
would deliver my correction about the letter. First, Bayu have personal strong
and had written I would appreciate, but if not any, he will write it would be
appreciated. The writer have to focus to the reader to convey an attitude of
commitment to and interest in your reader, then your letter will more
successful in seize your reader attention and shove them to respond good at.
~
Length
Make
a concise and compact in one page because professionals or person who receive
your letter are not going react to three pages and it could have written in one
page. Starting your main topic in the first paragraph, if you do the reader
will know what to expect as soon as was read. Planning and clarify can manage
your letter, the ones not to be long and difficult to follow or use string
word. A concise paragraph covers a few sentences that come to the point should
keep the length of your letters manageable.
Jeffrey
L. Seglin and Edward Coleman. 2002. The AMA handbook of Business Letters. US:
AMACOM.
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