Writing And Formating Letters For A Professional Appearance

In business, a letter’s format and appearance are important since an odd format or poor appearance can distract readers from the content. Moreover, a messy letter conveys an implied message: The writer doesn’t care about the reader. To avoid such problems, Washington D.C. Translation services follow standard conventions (heading, inside address, etc.), use an accepted format (e.g., block, modified, AMS), and be sure the letter’s appearance doesn’t call attention to itself. Lastly, never sign a letter until you’re sure it’s perfect. Remember: Regardless of who processes the letter, if you sign it, you are responsible for its appearance and content.

A letter creates a relationship between you and your reader. Therefore, Houston Translation workers suggest that effective letters always have a you perspective; that is, the letter’s tone should show respect and concern for the reader’s feelings and attitudes. If you bury readers in clichés, letterese, and pompous, inflated prose, they are bound to conclude that you care little about your relationship to them. Thus, consider your readers; use plain English and a pleasant tone.

Because your reader will react favorably, good-news letters such as favorable replies to requests and claims should begin directly, that is, the major point or idea should be stated first. Once you’ve given readers the information they want, follow up with supporting details.

Bad-news messages, on the other hand, should begin indirectly, since readers are more likely to accept your refusal once you’ve given an explanation.

Requesting Routine Information And Action

When you want to understand something about a particular subject, to get a viewpoint from another person, or to recommend a simple response, you generally need only ask. A well known Chinese Translator in Seattle suggests that straightforward requests point out, essentially, this is exactly what I hope to learn or what I would like you to undertake, the reason I’m making this request, and how helping me benefits you. Supposing that your readers are in a position to help and inclined to fulfill your request, such an uncomplicated inquiry helps get the work completed with a minimal amount of complaints.

Irrespective of their straightforward design, regular requests are entitled to a gentle approach. In a number of companies, memorandums and other messages similar to these are transmitted or delivered to thousands workers, clients, suppliers, and stakeholders. As a result, San Francisco French translation the opportunity for developing a good impression takes second place to the threat of triggering ill will by means of unclear writing or an unfriendly style. Regardless if you are producing a standard request, you need to ensure the objective of the communication stays on your mind. In other words, you need to think about the thing you need the readers to realize or perform in response to reading the communication. As you put together the request, keep in mind that even the shortest message can generate misunderstandings and hard feelings.

International Requests For Permission To Implement New Ideas

When requesting permission to implement an idea that will impact your firm on an international basis, you may be dealing with internal communications across various language that move upward through your company’s chain of command instead of downward to subordinates.  When requesting permission, you might need the use of a translator and you will certainly need to use your persuasive skills to convince superiors that your idea is worthwhile.

Permission Format

Unless your company policy dictates otherwise, The Marketing Analysts Translation Company recommends the indirect format for your requests (1) get the reader’s attention, (2) create interest in the purpose of your request, (3) offer proof that your request is worthwhile, and (4) persuade the reader to act.  Because the memorandum is the most common form of internal communication, in this article we’ll use memos for illustration.

Direct and Indirect Benefits

Many Legal Translation Services in Los Angeles stress that persuasion works best when you can point out specific benefits.  Too often, people requesting permission to implement an idea ignore the benefits because they seem self-evident.  This myopia usually leads to rejection.

A very good idea, according to a San Jose French translator is to cite studies showing that companies who have used this program have increased sales by an average of 14 percent.  Increased profit is an obvious benefit.  Also, a sales force that speaks well enhances the company’s image (another benefit).  Also, since clear writing and speaking are directly related to clear thinking, you can also point out the benefits of having a sales force of clear thinkers.  The more benefits you identify, the better your chances that your idea will win approval.

Audience Resistance to Change

Despite an idea’s merit, people often resist it.  By knowing why people resist new ideas, you can plan counter arguments in advance.  The common causes of resistance include the following:

  1. Implied threats to security.  People feel more secure with their families, be it a way of processing documents or brewing coffees.  Show them that the change will not threaten their security
  2. Implied threats to status.  New ideas can threaten some people.  Some will resist an idea out of jealousy, simply because the idea is not theirs.  Others resist because the fear encroachment.  For instance, as marketing manager, your role is limited to promotion and selling.  Because marketing is central to the firm’s success, you propose working more closely with product development, engineering, manufacturing and customer financing.  Although you point out the benefits to the firm, other department managers might oppose the plan—not because it lacks merit, but because you might assume some of the authority.  By knowing that people react in such a way, you can address this form of objection in your memo or proposal.