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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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                      Last Updated on March 25, 2020

                      How Do You Change a Habit (According to Psychology)

                      How Do You Change a Habit (According to Psychology)

                      Habits are hard to kill, and rightly so. They are a part and parcel of your personality traits and mold your character.

                      However, habits are not always something over-the-top and quirky enough to get noticed. Think of subtle habits like tapping fingers when you are nervous and humming songs while you drive. These are nothing but ingrained habits that you may not realize easily.

                      Just take a few minutes and think of something specific that you do all the time. You will notice how it has become a habit for you without any explicit realization. Everything you do on a daily basis starting with your morning routine, lunch preferences to exercise routines are all habits.

                      Habits mostly form from life experiences and certain observed behaviors, not all of them are healthy. Habitual smoking can be dangerous to your health. Similarly, a habit could also make you lose out on enjoying something to its best – like how some people just cannot stop swaying their bodies when delivering a speech.

                      Thus, there could be a few habits that you would want to change about yourself. But changing habits is not as easy as it seems.

                      In this article, you will learn why it isn’t easy to build new habits, and how to change habits.

                      What Makes It Hard To Change A Habit?

                      To want to change a particular habit means to change something very fundamental about your behavior.[1] Hence, it’s necessary to understand how habits actually form and why they are so difficult to actually get out of.

                      The Biology

                      Habits form in a place what we call the subconscious mind in our brain.[2]

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                      Our brains have two modes of operation. The first one is an automatic pilot kind of system that is fast and works on reflexes often. It is what we call the subconscious part. This is the part that is associated with everything that comes naturally to you.

                      The second mode is the conscious mode where every action and decision is well thought out and follows a controlled way of thinking.

                      A fine example to distinguish both would be to consider yourself learning to drive or play an instrument. For the first time you try learning, you think before every movement you make. But once you have got the hang of it, you might drive without applying much thought into it.

                      Both systems work together in our brains at all times. When a habit is formed, it moves from the conscious part to the subconscious making it difficult to control.

                      So, the key idea in deconstructing a habit is to go from the subconscious to the conscious.

                      Another thing you have to understand about habits is that they can be conscious or hidden.

                      Conscious habits are those that require active input from your side. For instance, if you stop setting your alarm in the morning, you will stop waking up at the same time.

                      Hidden habits, on the other hand, are habits that we do without realizing. These make up the majority of our habits and we wouldn’t even know them until someone pointed them out. So the first difficulty in breaking these habits is to actually identify them. As they are internalized, they need a lot of attention to detail for self-identification. That’s not all.

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                      Habits can be physical, social, and mental, energy-based and even be particular to productivity. Understanding them is necessary to know why they are difficult to break and what can be done about them.

                      The Psychology

                      Habits get engraved into our memories depending on the way we think, feel and act over a particular period of time. The procedural part of memory deals with habit formation and studies have observed that various types of conditioning of behavior could affect your habit formations.

                      Classical conditioning or pavlovian conditioning is when you start associating a memory with reality.[3] A dog that associates ringing bell to food will start salivating. The same external stimuli such as the sound of church bells can make a person want to pray.

                      Operant conditioning is when experience and the feelings associated with it form a habit.[4] By encouraging or discouraging an act, individuals could either make it a habit or stop doing it.

                      Observational learning is another way habits could take form. A child may start walking the same way their parent does.

                      What Can You Do To Change a Habit?

                      Sure, habits are hard to control but it is not impossible. With a few tips and hard-driven dedication, you can surely get over your nasty habits.

                      Here are some ways that make use of psychological findings to help you:

                      1. Identify Your Habits

                      As mentioned earlier, habits can be quite subtle and hidden from your view. You have to bring your subconscious habits to an aware state of mind. You could do it by self-observation or by asking your friends or family to point out the habit for your sake.

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                      2. Find out the Impact of Your Habit

                      Every habit produces an effect – either physical or mental. Find out what exactly it is doing to you. Does it help you relieve stress or does it give you some pain relief?

                      It could be anything simple. Sometimes biting your nails could be calming your nerves. Understanding the effect of a habit is necessary to control it.

                      3. Apply Logic

                      You don’t need to be force-fed with wisdom and advice to know what an unhealthy habit could do to you.

                      Late-night binge-watching just before an important presentation is not going to help you. Take a moment and apply your own wisdom and logic to control your seemingly nastily habits.

                      4. Choose an Alternative

                      As I said, every habit induces some feeling. So, it could be quite difficult to get over it unless you find something else that can replace it. It can be a simple non-harming new habit that you can cultivate to get over a bad habit.

                      Say you have the habit of banging your head hard when you are angry. That’s going to be bad for you. Instead, the next time you are angry, just take a deep breath and count to 10. Or maybe start imagining yourself on a luxury yacht. Just think of something that will work for you.

                      5. Remove Triggers

                      Get rid of items and situations that can trigger your bad habit.

                      Stay away from smoke breaks if you are trying to quit it. Remove all those candy bars from the fridge if you want to control your sweet cravings.

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                      6. Visualize Change

                      Our brains can be trained to forget a habit if we start visualizing the change. Serious visualization is retained and helps as a motivator in breaking the habit loop.

                      For instance, to replace your habit of waking up late, visualize yourself waking up early and enjoying the early morning jog every day. By continuing this, you would naturally feel better to wake up early and do your new hobby.

                      7. Avoid Negative Talks and Thinking

                      Just as how our brain is trained to accept a change in habit, continuous negative talk and thinking could hamper your efforts put into breaking a habit.

                      Believe you can get out of it and assert yourself the same.

                      Final Thoughts

                      Changing habits isn’t easy, so do not expect an overnight change!

                      Habits took a long time to form. It could take a while to completely break out of it. You will have to accept that sometimes you may falter in your efforts. Don’t let negativity seep in when it seems hard. Keep going at it slowly and steadily.

                      More About Changing Habits

                      Featured photo credit: Mel via unsplash.com

                      Reference

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