I can say it, but I can’t write it
The written word is everywhere, so you think that through the exposure of it, we’d be better at writing, but communication through writing is one of the most difficult forms of writing for many people. By paying attention to some basic rules, you can greatly improve the power and effectiveness of your written communication.
1. Make sure that you have confirmed the perfect spelling of their full name and address. If their name is pronounced John, it can be spelled J-E-A-N or J-O-N or Z-H-A-H-N. Never assume that you know how to spell the name, no matter how common the name is. Spelling a name wrong can come across as uncaring or disrespectful to the recipient.
2. Make your first draft a rough draft. Get all the basic items that you want to communicate out there. Indicate any support, comments, etc. that you will have. After completing the first draft, read it and make sure that all of the points that you wanted to make are in the letter.
3. Go back over each sentence and check for proper word structure to most effectively make your point. Try to look at the letter from the standpoint of the reader. They do not have the benefit of knowing what you are saying, so it is important that you are careful to communicate that with them. To streamline communication, avoid any non-essential content.
4. Make sure your letter is written in simple, conversational language. Large words and words not common to everyday conversation will take away from rather than add to your letter. Sounding more formal rather than sounding like yourself makes the letter seem less personal.
5. In written business communication, you should stick largely to the facts. In a sales letter, you should focus on the customer’s problems. By putting yourself in their shoes and demonstrating that you know and understand any challenges they may have, then you have hooked them into wanting to learn how you might be able to help them.
6. Use a spell-checking program, but do not rely on it to correct all spelling mistakes. The English language is full of homonyms that would not be picked up easily by a spell checker. Additionally, some typographical errors result in misspelling a word that is the correct spelling of another word. If you are a weak speller, let someone whom you feel is an excellent speller proofread important written communication.
7. Read each sentence individually to make sure that it makes sense. Sometimes this is better if you begin with the last sentence and work your way to the beginning.
Written business communication must be accomplished with great care and attention to detail, as the mistakes can be seen and read by multiple people. You want to make the best impression possible, so take the time to do it right. More info, visit http://www.communicationessence.com
