Differences Between a Business and a Personal Letter

 Letters are important means of communicating both personal and business sentiments. However, personal letters are vastly different from their business counterparts. To show proper business etiquette during your company transactions, you should recognize these differences and take pains not to mix letter styles. This will help you look professional to employees, clients, shareholders and investors.

Other People Are Reading

How to Format a Personal Business Letter

What Is the Difference Between HTML & Text Email?

Format

Business letters and personal letters are formatted much differently. With some minor variations, business letters usually have 1-inch margins. They also have single spacing, with double spacing only between paragraphs and introductory data lines (e.g., date, subject). The letter is left justified with no paragraph indentation. Business letters also are always typed. By contrast, personal letters can have virtually any format. It is up to the writer to decide how he wants the personal letter to appear. A personal letter traditionally is handwritten, but with technology advancing, many people type personal letters on their computers because it's faster to type than write manually.

Content

In a business letter, content is always objective-oriented -- that is, the purpose of the letter is transparent. With a personal letter, content can cover many different topics, and there is more of an emphasis on relating past events and emotions than on problem solving. Personal letters can be much more meandering. Personal letters may touch on some business or finance issues, but business letters never discuss personal issues unless those issues directly impact the business.

Language and Punctuation

Business letters use more formal language than personal letters. Writers pay special attention to word choice because word choice can make a huge difference in legal matters. Salutations and closings are polite and refer to proper titles (e.g., Chairman Edwards, Miss Neman). Colons are used more in business letters than personal letters, particularly after the salutation and the introductory data line labels (e.g. RE:, DATE:). Personal letters can use any language, including slang and non-business abbreviations like ttyl (talk to you later) or btw (by the way). The advantage to this is that the personality of the writer truly comes across. Business letters often lose the writer's true "voice." Personal letters use standard punctuation rules, but because they are so informal, writers often ignore some basic punctuation and capitalization standards.

Why Differentiate?

The main reason why people separate personal letters from business letters is because a standard method of writing a business letter creates efficiency in business operations. For example, businesspeople know they quickly can ascertain the purpose of the business letter from the subject line. Efficiency can translate into revenue. Another reason for differentiation is that using a professional format conveys that whatever is in the letter is of importance. Third, the use of business letter format is expected by professionals. If you do not adhere to business format with your company, you may come across as less prepared or inexperienced.

 

Практичне заняття № 26

Етикет ділового спілкування

Tough Wear

 45123 Anytown, MI 45123

July 15, 2004

Jeremy Adams

 541 Ramsey Court

 Yourtown, MI 78456

Letter 1

Dear Mr. Adams:

Thank you for shopping with us. You are a valued client and we appreciate your business and know that you want to keep your account current with us.

On May 3, 2004, you purchased $400 of merchandise from our store in Yourtown. Your payment of $150 is now overdue.

In the credit arrangement you signed, you agreed to pay off your bill in three payments. The first payment of $150 was due June 3, 2004. Please send this amount now.

Failure to pay on time may affect your ability to charge merchandise at our store. Thank you for your prompt attention to this matter.

You may call me at 1-888-895-2563 if you have any questions or concerns. Your continued patronage is important to us.

Sincerely,

Paime Mimonei

Credit Manager

 

Letter 2

Tone Deaf Music

587 East Street, Anytown, MI 45123

August 15, 2004

Linda Goodman

Guitars and Such

784 Peach Street

Yourtown, MI 45126

Dear Mrs. Goodman:

I will be in Yourtown on September 5, 2004 and would like to meet with you at your office to discuss the new guitar models that you may be interested in for the upcoming year.

I have enclosed our latest catalogue. Please note the items in light blue highlights. They are the new guitar models to come in and are now on a special to preferred clients.

I will contact you later this week to schedule an appointment. If you need to get in touch with me, please call me at 1-888-457-7896. I look forward to talking with you. Thank you for your continued business.

Sincerely Yours,

Paime Mimonei

Sales Representative

 

Letter 3

Tone Deaf Music

587 East Street, Anytown, MI 45123

December 16, 2004

Linda Goodman

Guitars and Such

784 Peach Street

Yourtown, MI 45126

Dear Mrs. Goodman:

On behalf of Tone Deaf Music we wish to express our sincerest appreciation for your continued patronage. It is because of valued customers like you that we are able to continue to offer you the finest in modern musical instruments.

 

Tone Deaf Music has been in business for 30 years. We are dedicated to bringing you the finest in acoustic and electric guitars, bass guitars, drums and amplifiers. Our motto is to “provide our customers with the best value for the lowest price” We've been following this motto for the past 30 years.

Tone Deaf appreciates your ongoing patronage and because of that, we are offering you a special deal on all new signature acoustic models. If you call our offices within the next 15 days, we will give you a 15% discount on all new signature models purchased in the month of January.

Sincerely Yours,

Paime Mimonei

Sales Representative

 

Практичне заняття № 27

⇐ Предыдущая6789101112131415Следующая ⇒

Поделиться: