Business letters are formal documents and, as such, must be written in a professional tone.A business letter is used as a means of providing important information to the recipient about any changes, updates or news an organization has to share.In the business world, routine business letters are part of essential communication practices among companies, clients and vendors. 2.Types of Routine Business Letters:1. Requests2.Replies3.Goodwill messages.A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. 3.Correct Form Sends silent but positive message.Goodwill Tone Points out reader benefits.Clear Content Short sentences, transitional expressions, and familiar words.Characteristics of Good Letters: 4.Single spaced paragraphs; Double space between paragraphs.Do not justify right margins.Margins: 2.5 to 4 cmThe letter is centered on the page.The dateline, inside address, and body are set flushed left.Block Style: 5.Each paragraph is indented instead of left justified.The date and closing are in alignment in the center of the page.Semi Block Style:Body: Left-justified and single-spacedModified Block Style: 6.Phase 3: Revision, Proofreading, EvaluationPhase 2: Research, Organization, CompositionPhase 1: Analysis, Anticipation, AdaptionRoutine Letters: Guffeys 3x3 Writing Process 7.Show appreciation by maintaining a courteous tone.Closing: Request action, avoid overused endings Body: Explain and justify the request Opening: State the main idea. Request for Letters: Action Routine Information or Request 8.Closing: Tell how you plan to pay.If you are ordering many items, list them vertically. Body: Specifies items or services, quantities, dates, prices, and payment method. Opening: Authorize the purchase. Order Letters Routine Letters: Request 9.Include an end date if applicable.Closing: Request for action Body: Explain objectively with specifies of claim. Present a clear statement of the problem Opening: State purpose of request Direct Claims Routine Letters: Request 10.Tell the reader how to proceed.Closing: End with a cordial, personalized statement. Body: Arrange information logically Opening: Frontload with main idea Complying with Requests Routine Letters: Direct Replies 11.Provide a telephone number for more informationClosing: Make an overall ranking of the candidate. Body: Include supporting statements with details. Opening: Identify information of the candidate Letters of Recommendation Routine Letters: Direct Replies 12.Closing: Be positive and complement writer.If you do apologize, do it briefly. Body: Win back the customers confidence. Opening: Comply with the customers claim. Granting Claims and Making Adjustments Routine Letters: Direct Replies 13.Accept praise gracefully.Send a brief note expressing your appreciation. Answering Congratulatory Messages BE .. Selfless, Specific, Sincere, Spontaneous, and keep the message Short.General Guidelines (The five Ss) Goodwill Messages 14.Hospitality thank you: Offer praise by complementing.Favor thank you: Be sincere, express the actual value of the favor. Gift thank you: Identify the gift and relate to it. Giving Thanks Goodwill Messages 15.Offer assistance by suggesting your availability.Deaths: praise the deceased. Loss or tragedy: Refer directly but sensitively. Extending Sympathy Goodwill Messages 16.10 Key Points:1. Present the letter through the readers perspective.2. Verify that the format of the letter is professional.3. Use the three part direct pattern for routine requests and4. Avoid cliches.5. For order letters, be direct and detailed.6. For claim letters, avoid harsh words and statements.7. For direct letters, write a subject that quickly identifies thetopic.8. Have the active/positive news be the focus of the letter.9. For Goodwill Messages, focus on the five Ss: selfless, specific, sincere, spontaneous and short.10. Always revise the letter thoroughly before sending it. Home 10 Key Points Wikipedia Definition PowerPoint Zenome/Routine Letters Video Additional linksWikipedia definitionRoutine Letters and Goodwill Messages

Routine letters in the business sector are used for many tasks, for example: to inform, persuade, complete a determinate action or ask for information and further.

Letters are an important knowledge either for business workers or for any customer.

Why letters and no emails?

As an employee or a subordinate, letters should be more used than email because of his formality, his character prestigious and accord to the receiver a certain importance.

Also, when details need to be recorded in the files of an industry, like the terms of agreements between two companies, letters are used to complete this function.

Although emails seem more efficient to arrive to its destination faster, emails are not confidential warranted. Letters have less chance to be achieved to the wrong person or be forwarded to anyone.

Taking the time to think about the goal before writing a persuasive letter can be more efficient than using Internet services. By taking this time, the ideas are more structured and the wanted message can be diffused with more facility.

As a customer, letters stress opinions with more efficiency than a simple email and show how serious the claim is or the demand when it is written in a good format.

Routine Letters

Tree steps to write a successful letter (3-x-3 writing process)

1. Prewriting

The very first step when writing a routine letter is analyzing the purpose, the objective of the letter has to be clear for the writer. After having doing that, the writer has to imagine his audience. For example, if the readers are young, what they need and with this information, choose the right approach to reach them. Then, the writer can adapt his style of writing according to the audience.

2. Writing

Before starting the write the routine letter, the writer has to be well prepared and do some research. That is to say, he has to know which points have to be covered; the customers letter must be read again and again to be sure to not forget any point. This is why, the use of an outline is important, the ideas have to be organized if the writer want to be efficient in his written. After, another organization of the ideas and be sure to start with a positive statement. Also, the letter has to answer very well the questions of the audience, if not, the writer can expect a negative response and loose a customer. Moreover, to have a better impact on the audience, the writer has to personalize his letter.

3. Revising

After, having realized a draft of his letter, the writer has to revise it. He has to make sure he has used warm tone and reduce the length of the paragraph when possible. Also, the address of the receiver has to be the good one. After all, the writer have to imagine himself in the situation of the receiver and asking himself how will he feels receiving this letter.