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Korrespondenz auf Englisch - Effektive Geschäftsbriefe schreiben

Schlagwörter: Korrespondenz auf Englisch, Geschäftsbrief auf Englisch, Geschäftsbriefe auf Englisch, Geschäftsbrief Englisch, Geschäftsbriefe Englisch, Englische Geschäftsbriefe, Englisch Schreiben, Business Englisch Schreiben, Schreiben auf Englisch

In the past, the layout of a business letter according to traditional rules was often a significant contributing factor to the impression the letter would make on its recipient. Nowadays, however, most business people rate the professionalism of a letter not by its conformance with old-fashioned rules, but rather by its overall impact. As long as your letter looks professional (your company’s letterhead, layout template and selected fonts), what’s more important is that it is short, strong and can be read quickly. In other words, it must be effective.

Being short and strong isn’t easy. For any specific message, the task usually involves writing what you want to say and then eliminating unnecessary information and rephrasing text until your message fits on one page. This effort is of course unique to each message, but there are a few tricks you can follow to save time.

Making your letter quick to read, on the other hand, is something that’s more a matter of knowing which information to present and how to use standard English business-letter phrases to wrap your content into an “expected” package. The value of these phrases is immense. They allow you to introduce your issue, refer to previous events and state next steps using short sentences that have been used so often that most English speakers no longer need to closely read them to know what’s there.

To assist with your next letter-writing efforts, you’ll find a number of tips on this page that will help ensure your text is short and strong.

On the next page you’ll find a quickreference sheet that will help you quickly compose effective business letters and use standard phrases to make them easy to read. Keep these by your desk for future reference!

Writing concise text
Many people waste countless hours trying to make their business letters perfect. Don’t fall into this trap! A business letter isn’t a work of art; it’s simply a way of communicating business messages in a clear and fast way.

With this in mind, you can dispense with the task of writing a long letter that states your detailed message and boiling it down until it fits on one page. Instead, try this approach:


  1. Make a list of points you want to make

    You can do this on a piece of scrap paper or on your computer using any text editor. Make a bullet list of the points you want to communicate. This could include references to past events, the information you wish to provide and what you’d like your recipient to do next. Use informal, direct language. You don’t need to worry about sticking to a structure at this stage; just write out everything you can think of. Try to use one-liner bullets!


  2. Organise your points to fit into the following framework, and throw out any of your points that don’t fit:

    Background: previous meetings, information that has been received, previous problems, etc.

    Key issue: what you wish to say

    What will or should happen: what will happen as the result of action or nonaction, or what you’d like to see happen next (such as a purchase, a problem resolution, etc.)

    Next steps: what you want the recipient to do after reading the letter. This could include for example calling, faxing something back, contacting someone, reflecting on something, etc.


  3. Within the framework, turn all of your points into complete sentences and add any necessary transitions or supporting details you have forgotten.


  4. Reduce the size and complexity of your text as necessary by taking the following actions:

    • Test every adjective you have used. If your message has the same meaning or effect without it, eliminate it.


    • Test every adverb or adverbial phrase you have used. If your message has the same meaning or effect without it, eliminate it.


    • Locate “corporate speak” phrases and delete them. They will make your letter unnecessarily formal and difficult to read.


    • Locate buzzwords and jargon you may use in your industry. Your recipient may not know them. Use other words if their meaning is vital. Usually you can remove them with little effect.


    • Read the letter aloud to yourself to see if it reads quickly and without stumbling.


  5. Place the resulting text into your company’s letter template and verify that no required business-letter information has been forgotten.


  6. Check the accuracy of everything in your letter.

    This includes the recipient’s name and address, facts and figures, statements and prices. At the end, run the spelling and grammar checker.


  7. If you need to provide detail, consider including a separate document or brochure with your letter and then adding a reference to it.

    This will keep your letter from seeming too long and creates the feeling that you have given your recipient something.


Effektive Geschäftsbriefe schreiben – Kurzanleitung


Date
Dates are formatted differently around the world. For international correspondence, develop the habit of writing the name of the month to prevent confusion: 27 October 2008

Salutation
The salutation or greeting is usually followed by a comma. In the US a colon is also acceptable.

Dear Sir or Madam: use when you don’t know whom you are writing to

Dear Sirs: use when you don’t know whom you are writing to and you feel that you are addressing the organisation rather than a specific person

Gentlemen: similar to Dear Sirs

To Whom It May Concern: the most generic and least personal form of address, used when addressing large organisations

Note: Ladies and Gentlemen is very rarely used, and then only in very formal situations

Dear Mr, Ms, Mrs, Miss LastName: use Ms automatically unless you have been asked to use Mrs or Miss

Dear James: use only when you and the recipient are on a first-name basis

Dear Colleague/IT Manager

Subject
The subject should be in bold-faced type and come after the salutation. Keep the subject to a single line if possible.


Reference

Thank you for ...

In reply to ...

With reference to ...

    ... your enquiry/letter/e-mail of 23 March,

    ... your letter/e-mail regarding ...

    ... your phone call this morning,

    ... our telephone conversation of 23 March,

    ... your ad in WindPower Weekly,

We/I recently wrote to you/contacted you about ...

I was recently referred to you by Carolin Scharr from Nylex Materials, who indicated that you ...

It was a pleasure meeting you at/on ...



Opening line

I am writing to enquire if/about ...

I would like to learn more about your firm’s ...

I would be grateful if you could ...

    ... provide me with more information about ...

    ... contact me by telephone at your earliest convenience.

    ... contact my secretary to arrange for a presentation/meeting.

I am writing to complain about ...

I’d like to invite you to attend ...

I appreciate your patience in waiting for a response.

We regret to inform you ...

After careful consideration we have decided ...



Closing line

Use your closing line to make a reference to an event you would like to take place, to repeat an apology or to offer assistance.


Enclosed you will find ...

I look forward to ...

    ... hearing from you soon.

    ... your reply.

    ... seeing/meeting you.

Once again, I apologise for any inconvenience.

Once again, please accept my apologies for my delayed response.

I appreciate any feedback you may have.

We look forward to a successful partnership/working relationship.

I will phone you in the next few days to discuss ...

Please respond at your earliest convenience.

I would appreciate your immediate attention to this matter.

For further details ...

Should you have any questions or comments...

Should you require any additional information ...

    ... please don’t hesitate to contact me using the information above/below.



Farewell

Yours faithfully: use when you do not know the recipient’s last name, or when you are addressing an entire department or organisation

Yours sincerely: use when you know the recipient’s last name

Best Regards: use when you know the recipient’s first name and have had regular contact; this farewell is the preferred farewell when writing e-mail and you know the person’s last name

Kind Regards/All the best: use when you know the recipient’s first name, have met him and have regular contact





Wotan Imports
Wotan Company Address Info


Date

African Artifacts
James Morano
Export Manager
Quay 32
Capetown
South Africa 7441


Dear Mr Morano,

Export of African arts and crafts

Reference
Opening line


Text


Closing line

Farewell

Sender’s name
Sender’s title
Sender’s contact information

km

Enclosures: 4

cc: Name, Name


Tips

  • Reference initials (without a caption) usually identify the name of the person who actually created the letter. Usage is optional.


  • cc: is used to indicate the names of others who have received a copy of the letter. Usage is optional.


  • Sender’s contact information should be provided if it is different from what is printed on the letterhead.


  • If your letter requires multiple pages, number them. Many will place Page 1 of 3 in the centre or right footer area of each page for added clarity.


  • It is usually not necessary to select American or British English spelling rules based on the location of a corporate customer. Choose the spelling rules you feel most comfortable with and use them consistently. When writing to nonbusiness consumers, it’s best to use the recipient’s spelling rules.


  • Always refer to yourself as I, and avoid the use of we unless it is very clear whom you are talking about.

Schlagwörter: Korrespondenz auf Englisch, Geschäftsbrief auf Englisch, Geschäftsbriefe auf Englisch, Geschäftsbrief Englisch, Geschäftsbriefe Englisch, Englische Geschäftsbriefe, Englisch Schreiben, Business Englisch Schreiben, Schreiben auf Englisch

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