Business letters are written with various purposes in mind. For example, you’ll write a business letter to offer a product or service, or for a business proposal. Oftentimes, however, business letters are written to request information about transactions, fulfill a transaction, follow-up a transaction and more. Furthermore, business letters are also commonly written to request additional funds, collect payments and other financial transactions.
Finance Departments and Business Letters
The finance department is almost always writing business letters. As they are always taking care of the financial aspects of a business, an individual or an organization, they have to be knowledgeable about writing business letters.
They may have to write a letter requesting for funding. Finance departments are responsible for managing cash flow within a company or organization. They also need to ensure that there’s enough funding to meet daily operating and expenses. In case of shortage or the need to increase funding, it is the finance department’s responsibility to write a business letter to appropriate individuals to fulfill the need.
Most of the time, when there’s a need for increased funding, the finance department is responsible for sourcing long-term financing. They may be able to accomplish this by writing a business letter to a lender, a bank or to private investors. It is imperative, therefore, that the finance department is capable of writing compelling letters to ensure that the request becomes a success.
Finance departments may also need to write a letter that provides information to assist managers in order to make strategic decisions based on the current status of the company or the organization.
Basic bookkeeping is also one of the roles of the financing department. Tracking transactions and creating reports for the government is their responsibility. That means more letter writing, and what’s the best type of letter to deal with these things? A business letter.
Business Letter Writing
To succeed, it is important to make sure that your finance department understands how to write a good business letter. While you can use templates, it is important to customize the letter to perfectly fit the target audience it is intended to. Here are some tips:
- Decide the type of letter to write. The word business letter is a broad term. Many letters fall under the category of business letters. Examples are a letter of inquiry, cover letter, order letter, etc. Understanding the type of business letter you intended to write makes it easier for you to create its content and tone.
- Create an outline for your letter. In writing, all forms of writing, an outline is extremely helpful. Creating one helps you see how your ideas will look like as a whole, making it easier to add or remove certain parts of your writing.
- Use the correct layout and salutation.
- Check your grammar and spelling. No one wants to do business with someone who doesn’t know the basics of grammar and spelling.
- Avoid technical terms. Unless you’re certain that your reader will understand the technical terms, do not include them in your letter.
- Use clear, short and concise words and sentences. Make your sentences easy to read.