BUSINESS LETTER -------Style and Format - 德化论坛

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When interviewing for a job you should not,of course,wear clothes normally worn at home.As you know,first impressions are important,and hence,you should be well-dressed in order to suggest a professional image from the outset.The same is true of a business letter sent to elicit a favorable response from the receiver.When a person takes a letter from an envelope,he or she forms an inital impression of that letter--favorable or otherwise--based on how it looks.To make the best first impression,therefore,it is important tha your letter immediately appear"well-dressed"and apeal to the eye of the receriver.

But,what exactly is the "letter"?The following particularly inclusive defintion of a letter was suggested by St.John Associates in the Wolf Mamazine of Letter:

A letter is many things...

To the salesperson,it is looking for a way to open a prospect's door.

To the retailer, it is a way to let the best customers know that the store has something special for them.

To the advertising agency,it is a way to merchandise an idea,to announce a campaign,to register a favorable impression.

To the Business Executive,it is a way to say what he or she means and have it in writing to reach the people he or she wants to reach at the right time and the right place.

When you deceide to use a letter for sending a message,keep it in mind that the physical appearance of the letter is, to some extent, viewed by the receiver as an extension of your personality,sophistication and distinction. Consequently, it is part of the overall impression you make. An alert businessman makes sure he or her letter appears neat and attractive. If the terms of trade are the same, the neatest and most attractive letter will probably make the best impression and compete favorablly with letter send by other business persons. The more favorable the receiver's inital reaction toward your letter,the more likely he or she will to be read it and give due to attention to your letter.

On the other hand, if the appearence of the letter is poor, sprinkled with strike-overs, crossed-out words, smears, or poor erasing, it is unlikely to get the receiver's attention and he or she will probably not take the time and effort ti read the message. If the letter is extremely messy, the receiver may throw it away without having read a word. Therefore, it is important that a letter writer have as many factors working in his or her favor as possible.