How to develop your business letter skills? Psychology of business letters

How to develop your business letter skills? Psychology of business letters

A business letter is a tool that affects how the authorities, customers, partners or potential employers perceive us. The article answers the question of how to develop the skills of drawing up a business letter, contains recommendations, schemes, examples.

Writing letters is art. Writing business letters - martial art.

As any martial art, the ability to write writing synthesizes various techniques and techniques, takes into account the psychological aspects of the development of the individual.

What is required to know before writing a business letter?

The letters of a smart person reflect the nature of those to whom they are addressed.
Lichtenberg Georg Christoph

Work on a business letter begins with your answers to questions:

Who is your addressee and what do you know about him?

  • Scope of the company?
  • Are you familiar with the one to whom you are addressing the letter?
  • What do you know about the person who address the letter?
  • What is important to him?

Why is it necessary to answer all these questions:

  • so you will establish psychological contact with your addressee
  • you will quickly achieve the desired result

The address letter has more chances to answer, because a name for a person is the most important word for him.

The name of the addressee, printed or written on paper, gives him positive emotions, since

  • the fact of the existence of a person as a person is confirmed
  • raises his self -esteem

A personal acquaintance with the addressee and a careful study of his behavior will allow you to speak the same language with him.

Important: people are always better about those who look like them.

What is the purpose of your letter?

You are going to:

  • ask a favour
  • refuse the request
  • offer Service/Product
  • raise a claim

Important: If you are going to use flattery as a mechanism for the impact on the addressee, flatter sincerely. A sincere compliment always gives pleasure to people with high self -esteem. People with low self -certificate perceive flattery negatively!

What exactly are you going to convince your addressee?

  • What, from your point of view, should the person you write?
  • What actions do you expect from him?

The goals are defined - it's time to think about arguments

  • What arguments are you ready to imagine? What are they confirmed?
  • Which of the arguments may interest the addressee?
  • What is your interest personally?
  • How much do your interests diverge from the addressee?
  • What can be a compromise solution?

Basic rules for the competent writing of a business letter

The rules for drawing up business letters are quite simple.

Rule 1: Image

Important: a person reading your letter does not know you personally! Your letter should form a whole and pretty image

Nameless

Thanks to a successfully chosen image in a letter, you will influence your sensory at the subconscious level.

Five "trouble -free" images:

Nameless2

The image of an influential person attracts many, however, not all are members of the club of the “strong world”. If you are enlisted by the support of such a person and have this not only oral, but also written confirmation (for example, a letter), feel free to refer to this fact in the process of communication with your counterpart. Otherwise, you will have to work out other images.

Important: Protection of an influential person involves the use of a sufficient strict style of presentation in a letter

Rule 2: Structure

The block structure is the most convenient for business letters

Rule 3: Lid-Abzats

Lid-Abzats-several sentences that precede the preamble

What is appropriate in a lead-aboat:
1. Sincere flattery and compliments towards the addressee

  • I just read your book, and she made a huge impression on me
  • I heard about you as a person who supports talented youth
  • Your subordinates speak of you as a beautiful leader

2. Links to personal acquaintance or recommendations
3. Gratitude (if this is not your first appeal to the addressee)

Rule 4: The use of correct etiquette forms

Dictionary4

Rule 5: literacy

Why literacy is important, explain at school:

Rule 6: brevity - talent sister, or why the fewer words, the more meaning?

A significant thought expressed in a compressed form acquires a form of wisdom, just as a large tree is already seeing in the seed.
Demetrius Falery

Interesting fact. The concept of "laconicism" introduced Plato into the literature in the 4th century BC Most of us are still trying to learn to express our thoughts concisely.

Important: your addressee is an employed person. He has no time to read novels in letters. Remember this, making the text of the letter.

When editing the black version of the text, feel free to get rid of unnecessary words. You wise you to find out more about the stop words by watching the video “Maxim Ilyakhov: Simple Rules for the Strong Text” at the end of the article.

Rule 7: specifics in a business letter - your trump card

In the business world - the truth is always better than frank lies or a small grocery. Letters without facts are automatically sent to the Spam folder or the garbage basket.


But you have a different task?

You made a letter:

Letter

Your addressee read the following:

Letter2

You wrote 41 words. Of these, only 4 words-facts are really important for the addressee. Impressive? Such statistics will definitely not impress your addressee!

What to do?

Edit:

Rule 8: The topic of writing

The absence of the topic of the letter indicates your inexperience!

The topic should be memorable, "catchy."

Advice. When you think about the topic of your letter, remember: “cling” the advantages that you are ready to offer.

Rule 9: A business letter is a business style. Why can't you use other styles?

Because it will no longer be a business letter at all.

Business style2

Examples of business information letters

The correctly compiled business information letter has the following plan:

Plan

An example of a letter:
Letter_pass

What psychological techniques can be used in a business letter?

1. Tactics "Reason"

  • Clearly and clearly explain the reasons for your appeal to this particular person
  • Argument why he should help you, what are the advantages of helping you

2. Tactics "Repetition"

Business proposal, calls to action, a request are repeated in several blocks of writing in different ways

3. Tactics "assumption"

Such tactics intrigue the addressee, but not always appropriate. The assumption is difficult to confirm by facts. If you risk and suggest, be prepared that over time you will have to answer for your words

4. Tactics "statement"

The text of the letter uses only affirmative sentences that create the effect of truth

How to quickly learn to write business letters? Practice and practice again

  • Pass special training
  • Read special literature and engage in self -education

  • Practice a lot

What can spoil your letter? Video

A vivid illustration of a bad letter is the video “For the training“ Business Letter ”. The film "Three of the Prostokvashino."

The letter can be spoiled:

  • inconsistency of structural blocks
  • lack of logic in the presentation
  • multiple
  • lack of facts
  • the presence of errors
  • inaccurate design, etc.

Video: “For the training“ Business Letter ”. The film "Three of Prostokvashino"

Why did the business letter have no power? Where did you make a mistake?

  • Your letter could not be viewed in 30 seconds and determine the degree of its importance

respectively

  • Your letter seemed to the addressee not very important

Statistics: the average leader receives 100-200 letters per day

Important: the main idea of \u200b\u200byour message is presented at the beginning of the text! And only then there is an explanation of the main thought

How to develop business letters: tips and reviews

Check out the finished video on the topic of business letters

Video: Maxim Ilyakhov. Simple rules of strong text

Video: How to write a selling letter? WebpromoExperts#130 webinar

Video: tricks of convincing and selling letters

Video: Advantages and disadvantages of business letters - Anton Krasnobabtsev

 



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