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November 30, 2005
What NOT to write in a Business Letter
Ayn visited our site the other day and asked a great question regarding what not to do when writing a business letter.
A professional I know signs his/her name at the bottom of a letter (as should be), but also SIGNS his/her title (for example: M.S.Ed.). Do you know where I can find a list of things NOT to do which will hopefully include this faux pas? Please help; I find this not only unprofessional, but TACKY!
I've got to agree with Ayn that signing your title is uncommon in the United States. Surprisingly, it is very common in countries such as Germany where not calling someone Herr Doktor Schmidt can be considered rude.
You asked for some resources on things that you shouldn't do in a business letter. Here are a couple of my personal no-nos.
Never include a courtesy title if you are not certain of the sex of the recipient. My dad's name is Kerry. I remember growing up that he would tell me that he'd get letters on occasion that were addressed with a Ms. They went straight to the trash. His position was that he didn't want to deal with a salesperson who didn't want to take the time to figure out that he wasn't a female.
Another mistake that people make when writing a letter is including attachments that they never mentioned in the letter. Putting ENC: Sales Forecast at the bottom of the letter is not including it. If you are sending any materials along with the letter, tell the recipient what they are supposed to do with them. Write about what it is and why it is being attached.
One of the biggest mistakes you can make in a business letter is a typo. Read and reread your letter before sending it. Don't just assume that your magnificent communication skills will shine through your misspelled words and bad grammar.
Posted by Jon at November 30, 2005 3:04 PM
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Comments
There is one important thing to note about including a title in a signature. If the person is representing a company, in order to not be held personally responsible for anything in the letter, the author must include his title in the signature. This signifies that the letter writer is representing the company.
Posted by: Kathy at July 4, 2006 8:01 AM
Wanted to thank you for your insightful information. I found it very helpful.
Posted by: William at March 2, 2007 9:50 AM