Why are letters useful?
Anyone who has an office job today needs more than just specialist knowledge. Above all, polite manners, professional work techniques and a modern style of communication are the basic prerequisites for progressing in the profession.
And that includes things like writing letters that look old-fashioned only at first glance. But on closer inspection, exactly these properties make it successful.
eMail vs. letter
Even if eMails have an increasing share of the correspondence, they could not completely replace the classic letter. On the contrary, (individual) letters are of greater importance today than they used to be.
Because the recipients usually know that they cause a greater effort and thus express a higher esteem for the addressee. So if you want to impress someone in terms of career, letters are unbeatable.
What makes good letters
First of all, some general remarks that apply almost without exception to all letter types: The word letter comes from the Latin breve / brevis, and that means "short". Therefore, keep in mind that business correspondence should always be accurate and factually informed - refrain from verbosity and get straight to the point.
But do not say too close, because otherwise your letter sounds too much like a telegram or it could possibly be lost essential content or misunderstood.
Orient yourself to the "Golden Briefregel": a letter should not be longer than a page. If you have more content to store then this is best stored in attachments. However, you should not include more than three attachments in your letter.
Step 1: What type of letter?
Clarify which type of wallet you are dealing with and which destination you want to reach. Consider it:
- Do you want to inform with your letter and end the communication (for example, information about "phishing")
- or do you want to advertise something (for example for the "world champion bond")
- or do you want to enable further communication, for example, that the customer comes to the store?
Step 2: Answer the principle questions
Before you start, answer the following questions in the next step:
- Is a letter the most appropriate format? Would a call or a personal conversation be more appropriate?
- How can I give my reader a benefit?
- What do readers want to know? What interests them?
- Who is / are the recipient (s)?
- Who should sign the letter?
Step 3: Write the address field
- Never leave mister / wife away.
- The word "to" in the first line is outdated and should be omitted.
- The abbreviations "c / o", "i. H. "and" z. Hd. "Are no longer common.
- Always write the recipient's first name.
- If you want only the addressee and nobody else to open your letter, then first name the recipient and in the row below the name of the company. You can also add "Personal / Confidential" in the endorsement zone.
- The date is either numeric ("2010-03-28") or alphanumeric ("28-March 2010").
- The indication of the place is no longer up-to-date.
- Observe the specifications of the DIN 5008: 2005.
Step 4: Write a concise subject line
Formulate active (with verb). Where appropriate, you can use questions. Your subject line should not be longer than one line.
Use short words. "Subject" as a keyword is no longer common. A subject line has no end and should not be underlined.
Step 5: Formulate a suitable salutation
The salutation (and the greeting) shape the relationship with the letter partner. If you are uncertain, choose conservative variants. After the salutation follows a comma, then small is written further. For titles, do not use abbreviations, but the long form (ie: "Professor"Or" director ". Exception: "Dr."); "Mr. / Mrs." can be omitted, and also the name can be omitted.
For several academic degrees, only the highest is mentioned. If an official or professional title is needed, the name is omitted (ie: "Dear Mr. Mayor"). If you write to multiple recipients, note the following: The hierarchy is above the gender - so first name the supervisor, then the employee.
The use of the term "married couple" in the address and salutation is outdated, as well as "Jürgen Engelhardt and wife". Correct is: "Dear Mrs. Engelhardt, dear Mr. Engelhardt."
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