Individuals need to master writing business letters, and knowing the information that should be included is essential. In the workplace, there would be instances where one will be required to write a letter. Hence this paper will look into the best practices when writing a business letter basing on the scenario provided.
When writing business letters, the following professional practice should be considered. First, the writer should know the audience. You have to know who you are addressing and recognize how they should be addressed. The best practice is ethical writing that always provides transparent, accurate, honest, and fair information (Kolin, 2017). Respect in writing letters should be applied and avoid rudeness and flaming words. The tone of the message is essential because it shows the attitude and how the writer relates to the respondent. Information provided should not be an impression but rather provide facts and practice information. In the scenario provided, the sales assistant has gone straight to the facts and provided precise information. The sales assistant has also recognized the audience.
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The response provided was not appropriate because the writer omitted important information. The sales assistant should have provided all the necessary and required information, such as the time it would take for the shipment to be delivered. These have given impressions and not clarity. The sales assistant should also have assured the client that the company is working towards delivering the goods as soon as possible.
One of the ethical issues involved in the response is the apology. The sales assistant regrets that the company is not able to deliver. However, the sales agents should have apologized for any inconvenience caused. Another issue is the omission of important information, such as the time it would take to get the goods. Lastly, the tone of the response is formal. The sales assistant has taken an objective tone where the information provided is evident from what the writer wants to talk about. The sales assistant is courteous by showing they care by writing, “we regret to inform you.” Hence, they should get the intended response from the client.
Reference
Kolin, P. C. (2017). Successful writing at work . Cengage Learning.
