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How to Make People Read Your Emails (and Letters) and Reply Every Time

How to Make People Read Your Emails (and Letters) and Reply Every Time

Writing business letters is something we all have to do from time to time, but we don’t usually get any training in school about how to actually do it. Getting your letter format wrong can make you look sloppy and unprofessional, but once you get the basics down and have some examples to work from, it makes business letter writing that much easier.

What’s the biggest “no-no” when writing a letter?

Probably the most common problem people have when writing business letters is using improper letter format.[1] Within this format there are a few options, but for the most part this is how it is done.

At the very top of your letter should be your contact information: name, company (if applicable), address and phone number. Some people also put their email address here.

Next comes the date and the person you are writing’s contact information: name, company and address.

Then there will be a greeting — usually something along the lines of “Dear Mr./Mrs. Jones.” The body of the letter follows, then a closing (Sincerely, Best, whatever you like) and a few blank lines followed by your typed signature. When you print the letter out you can sign it with ink.

Once you have the format down, it’s the content that can still be a little tricky. Whether you’re writing a letter of resignation or a recommendation letter, there are some basic rules you can follow. Here’s a look at 10 different kinds of business letters you might need to write,[2] the letter format for each and an example you can use as a template.

Complaint Letter: Express Disappointment

A way to formally express your disappointment in an experience, report bad customer service or let a company know their products didn’t meet the expectations.

Some tips:

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  • Don’t get emotional or angry; just state the facts.
  • Be cordial, professional and brief. Let them know what happened and what you’d like them to do to make it right.
  • Close by giving them a deadline to respond before getting a third-party mediator or lawyer involved.

Sample complaint letter | Federal Trade Commission

    Adjustment Letter: Explain and Apologize

    If you find yourself on the business side of a complaint letter, you will need to respond with a letter of your own. A good adjustment letter can help you keep a loyal customer; a bad one might spread like wildfire on the Internet.

    Some tips:

    • In most cases you’ll want to actually apologize that your company didn’t meet expectations.
    • Let them know what you are doing to make it right, or explain why you’re not doing what the customer asked if needed.
    • Be professional, concise, friendly and apologetic.

    Sample adjustment letters | OfficeWriting.com

      Sales Letters: Raise Awareness and Promote Products

      Letters writing to solicit business are still important for raising awareness of your company or products/services among potential clients.

      Some tips:

      • Keep it brief.
      • Make it about them, but not about you or your company.
      • Call to action, tell them what to do and how to do it.
      • If desired, you can also include your next steps or follow-up actions.

      Sales letter templates | Letters.org

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        Letter of Inquiry: Seek Information

        Write this kind of letter when seeking information, such as an interview request, a request for a catalog or a request for a public document.

        Some tips:

        • Be specific and brief; make it easier for the person who can track whatever you need down for you.
        • Providing some context and background can be helpful, but not the whole story of why you need a document.
        • Be courteous and show your gratitude.
        • If you are asking about the possibility of work, use the cover letter format.

        Inquiry letter templates | Sample Templates

          Acknowledgement Letter: Indicate Message Received

          Acknowledgment letters indicate that you received something (like a job or scholarship application, or sales materials) but have not necessarily taken action yet.

          Some tips:

          • Be short.
          • If there is information every person who sent information needs to know, such as when a decision will be made about hiring for a position, include that as well.
          • It might be used to thank someone for donating to cause, so include in the letter with any attachments.

          Acknowledgement letters for every occasion | Template.net

            Follow-Up Letter: Nudge and Remind

            A follow-up letter is sort of a nudge for people to make sure they received an initial letter and to remind them what you want them to do. They are often sent after a sales letter, letter of introduction or letter requesting information.

            Some tips:

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            • Be short to remind the recipient who you are, what and when you requested.
            • Include deadline if the initial note didn’t.
            • Include a call to action as a reminder.

            Follow-up templates of all sorts | Write Express

              Order Letter: Place an Order

              A formal way to place an order.

              Some tips:

              • Be concise and precise.
              • Make sure you include all the information a person would need to place an order for you.
              • Include all your shipping information and payment method.
              • Show your gratitude.
              • Provide contact information for follow-up.

              Order letter samples | How to Write a Letter

                Cover Letter: Introduce Yourself for a Job

                A cover letter is a way to introduce yourself, especially when applying for a job.

                Some tips:

                • Mention the job you are applying for right up front. You don’t have to be fancy.
                • Only cover a few relevant points on your resume, especially any related experiences.
                • Remember to mention your soft skills (e.g. communication skills, leadership skills) too.
                • Include contact information and make yourself available for answering any questions the hiring manager might have.

                Cover letter format | Monster

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                  Letter of Recommendation: Help or Reference Someone for Their Applications

                  This type of letter is often written by a teacher to help a student applying for a scholarship or internship or for admittance into a school or program. You might also write one to recommend someone for a job, fellowship or other opportunity.

                  Some tips:

                  • Be honest about the person you are writing about.
                  • Don’t gush or agree to write a letter for someone you wouldn’t support or don’t know very well.
                  • Use specific examples to highlight the person’s skills and abilities.
                  • Write something about why you would give this opportunity to the person you are writing about.
                  • Thank the reader for their time and include contact information should they have questions.

                  Sample recommendation letter | the Muse

                    Letter of Resignation: Resign From a Position

                    Don’t give in to any urges you might have to send an incendiary letter of resignation; you never know when you might cross paths with these people again.

                    • Keep it short and to the point: “This letter serves as notice that I am resigning my position as x effective x. Thank you for the opportunity” says enough.
                    • Consider your words very carefully if you are in a high-profile position and your letter is likely to be released publicly.
                    • You can include a reason if you like, but it isn’t necessary.
                    • Thank your boss and/or the company for the opportunities you’ve had there.

                    Resignation letters for many purposes/reasons | the Balance

                      For many other possible letters you could need in your business career, check this exhaustive list from the Balance.

                      Featured photo credit: Flaticon via flaticon.com

                      Reference

                      [1] English Sherpa: 7 Common Mistakes of Writing Business Letters). Writing a cover letter for a job application or a sales letter to gain clients is not like writing an email to a friend; certain rules need to be followed.

                      You also need to make sure that you use proper grammar and spelling, are not too casual in your writing and that you remove all of the parts of any template you may be using that should have been filled in (like a dummy mailing address at the top or the wrong date).

                      Know the basics of business letters, they are more useful than you think.

                      If you’re writing a business letter that’s going to be mailed, there are some common letter format rules that will help you get started.((The Balance: Format for Writing a Business Letter

                      [2] Houston Chronicle: 10 Types of Business Letters

                      More by this author

                      Sarah White

                      Freelance Writer, Editor, Professional Crafter

                      Hobbies are Good for You: How to Find One That Fits Your Personality You’re Paid to Work, Not to Endure Verbal Abuse. Don’t Be Intimidated How to Make People Read Your Emails (and Letters) and Reply Every Time How To Get Rid Of Oily Skin: 10 Effective DIY Facial Mask Ideas How to Negotiate Skilfully to Get What You Want All the Time

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                      1 How Self Care Can Help You Live Your Best Life 2 How to Develop Mental Toughness to Help You Stay Strong 3 How to Calm Down When You’re Stressed and Anxious 4 How to Reinvent Yourself And Redefine Your Future 5 22 Tips for Effective Deadlines

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                      Published on April 16, 2019

                      How Self Care Can Help You Live Your Best Life

                      How Self Care Can Help You Live Your Best Life

                      When was the last time you did something for yourself?

                      Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

                      Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

                      However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

                      And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

                      So how can you make that happen?

                      Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

                      Listen to Yourself

                      The bulk of self-care is knowing yourself.

                      This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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                      What is your purpose?

                      Have you ever thought about this question?

                      Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

                      In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

                      Do you feel like you are fulfilling your purpose through any of these roles?

                      All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

                      If you have your purpose defined, then that’s awesome! You know what drives you and why.

                      But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

                      For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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                      If you’d like to learn more about finding your purpose, then I recommend you check out this article:

                      How to Get Motivated and Be Happy Every Day When You Wake Up

                      Seek Out Continuous Education

                      Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

                      It’s Super Practical

                      Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

                      You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

                      When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

                      Your Confidence Will Skyrocket

                      You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

                      You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

                      You’ll Be More Desired in the Job Market

                      Another obvious reason for continuous education, is that your employability will also increase.

                      With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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                      In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

                      Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

                      People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

                      We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

                      “Knowledge is choice.”

                      Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

                      Improve Your Habits (Both at Work and at Home)

                      Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

                      Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

                      Good Habits Allow You to Reach Your Goals

                      Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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                      When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

                      Habits Make Your Time a Priority

                      How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

                      It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

                      This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

                      Your Well Being Comes First

                      We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

                      If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

                      The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

                      Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

                      Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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