Need of Business Letter:
In business, the need and purpose of business letters are very important, letter writing is a major area of communication. The need of business letters is for reductions in national, linguistic and cultural barriers has made the letter an important business tool for promoting the modern goals and trade of nations for free global trade.
Business people have to communicate with the customers, suppliers, debtors, creditors, public officials and the public at large, in order to exchange ideas and send and receive information. It is necessary that transactions should be started, transactions should be done.
Each organization has to continually promote and expand its business. All information about its product and service is updated through the business letter sent to the customers. It is also a micro-level option for advertisements. Agents and retailers pass on information on the customer’s information spread over a large area. It promotes goodwill. New business contacts are forged and people already existing have become strong. Goodwill promotes the image of an organization and gives scope for fair, ethical business values. A letter sent from an organization and it is received when classified and filed. Priorities are available to guide future actions with files from outgoing and incoming letters. It has a large archival value to help in the growth of trade and business or to draw the graph of recession. Business letters have legal validity. In the time of dispute and doubt, they can provide enough evidence to solve them. If letters are written through the letters written by them, the transactions are available on reciprocal terms, then many issues can be resolved.
A business letter does some important functions:
- Business letters serve as a representative of the organization. This is a cheap option for personal travel.
- It wants to provide information on topics related to business.
- Business letters provide valuable evidence for a transaction and thus provides a legal purpose.
- Business letters become a reference material for future transactions between organizations and individuals.
- Business letters encourage and sustain goodwill.
- Business letters inspire all the people involved in the business to perform higher and better level performance.
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Importance of business letters:
Businessmen have to establish contact with people and then they can develop their own organizations. The importance of communication in business life is very good. There was a time when the size of the business was generally small and there were not many different means of communication available, direct meetings or face-to-face communication was practiced by businessmen. Later, the policy of sending representatives for direct contacts was introduced. All these methods have their own limitations.
The importance of professional letters as the cheapest and most comprehensive form of communication was felt for the first time in the United States and Britain and now this method has been accepted as the best way of communication in the whole world. This has always been possible with the introduction of increasing postal services. Meanwhile, the standardization of the form and style of business letters has made them more popular and acceptable by all.
Commercial correspondence has its own language which is different from individual letters. The style of professional letters is making them more effective, meaningful and compact as a day-by-day improvement.
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A large number of books on the subject are available in the market for help in the business world. For this purpose, the invention of various machines makes the business letters faster in production and distribution.
Purpose of Business Letters:
Sales effort: The purpose of business letters may be to include customers for new products. Sales letters are usually mailed with a brochure and order form. While the color brochure often introduces products of a company, the sales letter is designed to highlight the key benefits of products for a consumer or business customer. The header or letter should draw the attention of the reader, they should take enough interest in reading it, increase their desire for the product, and give them the signal to buy it.
Relationship Building: Business letters also include involving or thanking business associates or customers. For example, a cover letter sent with a report can let business partners know the contents of the report. These letters are often very low, bullet points highlight the main topics discussed in the report. Thanks giving Letter can be used by companies to thank customers for recent orders The purpose of the letter is to co-ordinate with the customer and to remind them of the company’s products or website.
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Selling incentive sales: The objective of business letters may include providing sales incentives to the customer. The sale of promotional sales letters is used to give long-term customers discount, coupons or special deals. For example, a small printing company can give a discount of 30% to those customers who have used their services for six months or more. One option would be to give a discount to those customers who spend a certain dollar amount with the printer. Companies generally use promotional sales letters to promote existing products.
Prevention/Solution: Occasionally, a business should write a letter to accept the complaint. This complaint may include a customer service problem, damaged product or a wrong shipment. As a result, the company has to write a letter to the customer who informs them what is being done to correct the error. Complaints can lead to potential legal problems. Therefore, it is important for companies to resolve the complaints of customers immediately.
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Idea: According to the Austin Business Journal, a company can write business for “lost customer” or who has not bought the product for some time. Internet, mail order, and retail companies that use databases often have the ability to point to these customers. After this, they can write to these customers and offer them a special deal. For example, a small cell phone company can send letters to customers who have canceled their service, offering a new monthly rate that is less than their competition.
Also read | Complaint letters