Everyone in business needs to write letters. It’s unavoidable if you want to run your business or just stay in touch with your suppliers and clients. How well … or not so well … you write reflects on you and your business. Write poorly constructed letters with unprofessional layout and format and you will look like a rank amateur, no matter how good you are at plumbing, cooking or whatever it is you do.
If you are a seasoned letter writer who has completed a business communication course, this series of articles is probably not for you. It will help, however, if you haven’t been educated in communication skills. You will be able to improve your writing very quickly just by following a few simple rules.
Letter Format
The easiest, quickest and most efficient letter format is known as “full block” or simply “Block”. A block letter has all its text left justified ie, there are no indents. This method is very popular because it is simple to produce. Here’s an example using Australian address formats – modify it for your own country:
Parker Morgan Finnigan
Lawyers
PO Box 2345
SYDNEY NSW 2000
29 October 2010
Ms Janette Jameison
PO Box 34687
NORTH SYDNEY NSW 2005
Dear Ms Jameison
CONTRACT WITH ACME FINANCE CORPORATION
I refer to our previous correspondence requesting a copy of the contract between you and Acme Finance Corporation.
If you do not provide us with a copy of the original contract, I’m afraid we will not be able to act on your behalf. We need the contract to accurately assess the claims you have made and to question legal staff from Acme Finance Corporation.
Please send us a copy of the contract at the earliest so we can get this matter under way.
Yours sincerely
Parker Johannson
Principal Legal Consultant
PARKER MORGAN FINNIGAN
Whether you use Letter or ISO A4 paper, this format looks good and saves time. Your paper needs to have a border all round of 2.5cm (1″) and you should endeavour to place the total content of the letter so that it is symmetrical on the page ie, don’t have more text in the top half of the page than on the bottom half. A balance of black and white and good position on the page makes the letter look good.
You’ll see that there is no punctuation except within the body of the letter. This is called ‘open punctuation’ because the text is open where punctuation doesn’t add significantly to the reader’s understanding of the letter.
Using Letterheads
Some letterheads I see are poorly designed. While they look good from a graphics and colour perspective, the flow between logo and letters is poor eg, when you run your eye down the left column, there is no, or poor alignment between text and letterhead elements.
If you design a letterhead page that is left or right justified, design it so that the left most portion of the letterhead graphic or text is 2.5cm (1″) in from the left or right sides. The best design is one that is centered on the page. This is because it doesn’t ‘force’ a right or left margin allowing users to set margins of any width that still appear balanced on the page. When you have a short letter you can bring your left and right margin in a little to make the text area look larger.
Tutorial two of this series discusses the parts of a letter.
Copyright 2005 Robin Henry
The thing investors truly want is an opportunity that costs little to get in but offers big returns and the risks of not getting those returns are small. Typically, 9 out of 10 business opportunities fail. This statistic is quite a well known government statistic. What it means is that if you tried a business attempt 10 times over your life time, there is a good chance that one of them would give you a home run.
But what if you focused on opportunities that were no investment or little investment? The typical approach by most people is to work very hard, get some credit with the bank, save a large amount of money as a deposit and then buy some “going concern” like a diner or a coffee shop that outlays $60,000 to $100,000.
How many times can you make a business attempt if the entry costs are so steep? There is no room for error, either you make it work or lose everything. Typically this type of investment is their first attempt and their capacity and sophistication as a business person is very low. Attempting such high risk endeavors can be hazardous to your health!
Now lets consider business opportunities that only cost a small amount of money, but the returns are expected to be excellent. You could attempt a hundred such opportunities and by the statistic, 10 of the 100 would be winners for you. Playing the odds this way is a smart thing to do.
Some of the best opportunities cost under $1000 and often they can lead to passive income and are able to be reproduced, which can make the project scale-able as you succeed. For example soda vending machines provide quite a cheap way to start a business and the outlay is quite small. The only work you have to do is travel out and clean, restock and collect the money out of the machine.
There are many such possibilities. You could take out some small retail space, making sure your zoning is correct and buy a few used washing machines and a dryer from the auctions. This can be done quite cheaply and the work is only 10 minutes a day collecting the money out of the machine and mopping the floors. You could build up a string of your automated laundry shops across the nation. The point is to be frugal with your investment funds and not be extravagant, like it will be your one and only business attempt.
Technology today is used in business everywhere, easily bringing the world and all of its knowledge to seekers as fast as the click of a mouse. Information can be simple acquired virtually trouble-free through the use of computers, televisions, mobile phones, fax machines, printers, digital cameras and other accessible devices. Over the years technology has become very user-friendly, simple Jane and average Joe can quickly learn how to manipulate modernized technology.
The use of computers can sustain a large paper load, its function and data base keeps track of every role in a company to include:
Meetings and Scheduling Financing Banking Transaction Translation Stocks Business Monitoring Ordering Spread sheets Inventory Records Communication Promotion and Marketing Networking and Relaying Information Advertising Collaborations Calculation Integration Analysis Business News Research
Computers come equipped with the use of several management programs that can make business to-dos possible such as keeping a record of and calculating employee hours and salary. Computers possess large folders that catalogue dates and events with great capability of storing, sending, copying, collecting and saving detrimental Intel for your company. Computer software technology allows company owners and managers to oversee a broad range of strategic functions that directly influence business-related results.
Technological advances have simplified every task involved in business merging many resources to one location that satisfies the user. Replacing the typewriter, books, letters, envelopes, the post, the rolodex and address book. Instead of lengthy processes that cost time and money like mailing a letter, individuals can now receive immediate response via e-mail. Development, management and design are all functions pre-delivered in a business PC. Other benefits of using this convenient form of technology include:
Controlled and supervised access within your company for staff Security clearance levels with password(s) Increased productivity Quick relay of information Distribute(s) business initiative(s) Capitalizes on secure investments Assists in scheme development Job tracking Planning and logging
Technology gives owner/operators ample opportunity at their convenience to investigate the competition and ensure that they possess the products consumers’ desire. In comparison to decades ago, modernized technology is responsible for the enhanced improved performances a company has to offer its clientele.
Businesses run smoother. Operate with maximum advantages. Make better use of time and money.
The use of workplace technology has rapidly matured over the years. If the technology is sophisticated or more complex employers should offer training. If workplace technology is the main involvement of the company, employers should consider staff that is familiar with Microsoft Word, Excel, word processing, spreadsheets, the internet and e-mail. Also reflect on attaining an accounting software program suitable and easy to work with for the company. More innovations to consider include:
The use of headsets, cell or cordless phones for mobility. Laptops and other mobile, removable technology for accessibility. Voice mail also for accessibility anywhere in the office or at home. The use of extensions. Separate phone lines for calls and fax for efficiency. Digital know how for marketing purposes.
Computers and technology enable businesses to function more effectively, run efficiently, respond to the public quickly, manage time, money, expenses, debt, credit, capital, investments etc. Companies experience password protected secured programming, expand operation(s), test pilot programs, prepare for company growth etc. It is now possible to keep and send records with the ability to reduce waist and reserve spending.