Business Letter Software

The following article outlines some winning tips on using correct format when write a letter regarding a complaint to an individual or a business:

TIP #1: Using The Correct Format
Correct format does three things. One, it shows the individual your are complaining to that you are serious. Messy or casual letters don’t do this. Two, it lets the other person know that you are organized. It shows that you are preparing to take action if he does not respond. Three, it helps make your point clear. It is the easiest part of your presentation, and is also one of the most important, because a badly formatted letter is usually thrown away. A correct format alone cannot make your case, but it can break it. There’s a better chance that someone will respond to your letter when the letter is formatted and addressed properly. Almost any businessperson you ask will admit to having thrown away letters that are messy or improperly addressed. They assume that if the writer is not capable of the simple task of presenting his case properly, he will not have the endurance to follow through.

TIP #2: Type, Don’t Write
If you don’t have a computer or typewriter, borrow one. Remember that the person who receives your letter can’t tell whether you can type well, or can only hunt and peck. As long as the letter comes out proper, your typing skills don’t matter. The important thing is that the finished product be free of mistakes.

TIP #3: Use A Plain 8 x 11 Sheet Of Paper
Serious letters arrive on serious paper. They don’t arrive on undersized paper with pretty flowers on it. Complaint letters usually go into in boxes, or a file, so they are more likely to be lost if they are not on the right size paper. If you prefer using your business letterhead, that’s fine, too.

TIP #4: Check Your Spelling And Grammar
Good grammar and good spelling are a must. If you have a track record as a bad speller, ask a friend or co-worker to check your work. Proofread everything carefully, and use your word processor tools. Make sure it makes sense. Put yourself on the other side and ask what effect your letter would have on you if you were the recipient. If something sounds wrong to you when you read it, take that part out or change it. When you are satisfied that your letter will give you the response you want, you can now mail it.

TIP #5: Use Certified Mail, Return Receipt Requested
A letter that is written to demand something should be sent by certified mail, return receipt requested. This type of mailing does several things. It shows you are serious. People don’t go to the post office, fill out papers, and pay a fee if they’re not serious. Additionally, this mailing form provides proof that the addressee received your letter: The post office requires that someone sign for a letter sent certified mail. When the return receipt comes back to you, attach it to your copy of the letter; it is proof that your letter was delivered on a certain date, and that the person you’re writing knows this. Certified letters are heavy-handed, however. They may be too much for a first attempt, or if you’re well acquainted with the person you’re sending the letter to.

TIP #6: E-mail Is Not As Effective
I don’t recommend that you use e-mail for a certified letter. E-mail does not have the same impact as a letter, particularly one that arrives certified mail. There is something about a postal carrier standing at the recipient’s door, requiring that person to sign a receipt, that points out the serious nature of your issue. Since your letter has been written to get the recipient’s attention and to get action, e-mail would not have the same impact. Sometimes faxes are a little more convincing because they automatically produce hardcopy, but they still don’t have the same effect as mailed letters. Faxes can be used when immediate delivery is needed, as in disputes involving a medical emergency, but in those cases it’s better to use a private carrier like FED-X or UPS, which also requires a signature.

TIP #7: Address The Right Person Or Department
It’s always best to address your letter to a particular person, so if possible, get the name, title, and address of the person who ideally should handle your type of issue. Make a phone call, they might transfer you around the building, but find out. If James E. Smith III, Sales Manager gets your letter addressed precisely in that fashion, he is most likely to respond than he is to one addressed to ‘Jimmy Smith, Sales.’ If your claim is one that might be somewhat routine, then you can address it to ‘Customer Service’ and a salutation of ‘Dear Sir or Madam’ is proper.

TIP #8: Use CCs (Carbon Copies)
Business letters usually with something like ‘cc: Mr. Henry T.Clark, or Wanda C. White, Consumer Commission’, mean that the person who is named after ‘cc:’ has been sent a copy of the letter. Usually that person may have been involved in the dispute or has authority to do something about it. The copies noted on the sample letters will give you a good idea of when it’s appropriate to use them.

This information is in no way a guarantee that you never need a lawyer. However, circumstances like these have been proven to bring results. There are times when you definitely do need a lawyer, You can find more law and self-0help articles: DigitalSoftwareOnTime.homestead.com

I always add this to all of my pages; please don’t forget to spay or neuter your pets to help keep the pet population down. Have a wonderful day!

By: Pintita

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