Effective Business Communication: Letter and Envelope Standards
Key Aspects of Professional Correspondence
Essential elements of effective business communication include clear and concise language. The primary goal is to ensure accurate and precise communication. When adhering to these standards, remember to:
- Avoid spelling errors.
- Use a broad and appropriate vocabulary.
- Maintain an objective tone.
- Avoid pleonasms (redundancy).
- Minimize the use of gerunds, especially at the beginning of sentences.
Envelope Standards
Business envelopes, whether classical or American rectangular, share common features. These include:
- A flap closure using either a moistened rubber band or an adhesive strip.
- An adhesive strip with a slit for easy opening, ensuring privacy.
- A window, typically located on the lower left or right, covered by transparent plastic. This window displays the recipient’s address from the enclosed document.
- Double windows may be used to display both sender and recipient information from the enclosed document.
Letter Formatting
Letters can be handwritten or computer-generated. If using a computer, choose a simple, professional font in a standard size and use it consistently throughout the letter. The letter should be well-focused and have a clear layout. The overall structure should be immediately apparent.
Maintain appropriate margins:
- Left margin: 3 to 4 cm
- Right margin: 2 cm
- Bottom margin: 2 cm
The signature should be handwritten. The letter should be free of erasures or deletions.
Parts of a Business Letter
A standard business letter includes the following components:
- Header: Company stamp, name, address, phone number, fax, email, and website.
- Recipient: Name and address of the recipient company.
- Reference: A brief detail of the letter’s purpose and date.
- Content: The main text, including a greeting to the recipient.
- Closing: Farewell, signatory formula, the firm’s name, and any annexes or postscripts, if necessary.