Paper Example on Analyzing the Art of Business Letter Communication

Introduction

The primary purpose of the assignment is to choose a genre of choice and critically analyze all the constituents that make up the genre. Among the aspects that one should put into consideration include style, design, medium, and the use of genre. Additionally, one is supposed to use three examples of the genre chosen as part of an in-depth analysis of it. In that regard, the paper will be divided into different sections in a systematic order. Firstly, the assignment will explain the genre chosen, define the genre's design, style, and medium, and illustrate the people who use and why they use it. Secondly, the assignment will involve drafting a text within the genre. Lastly, the paper will explain how the genre text matches the constraints chosen, how the genre conveys a message and the reasons that make the genre a compelling choice for the message.

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Genre Definition

Genre chose- Business Letter

The genre chosen is a business letter. It is a letter from one organization to another, or between such companies and their clients, suppliers, or other external parties. Business letters are used for distinct professional contexts- healthcare, business, non-profit organization and government- for official discussion with people or a small group of individuals outside of the writer’s premises (Lung 12). Although business letters are more structured and formal when compared to personal notes such as emails or memos, they are still a form of personal communication. Business letters regularly address their readers as individuals, depict awareness of the association that the writers have with their readers, and thus maintain a professional message with a personable tone. As a result, the general style of a business letter depends on the association between the parties involved.

Business letter’s style, design, and medium

There are three primary styles of a business letter- block, semi-block, and modified block styles. All the business letter styles are written in the same manner, including the same information, but varies in terms of layout. For instance, in a full block style, all the texts are justified to the left margin. In a modified bloc, the information in the business such as date, address, signature line, and complimentary closing is placed to the right of the letter's centre (Kuimova, and Shershnev 23). Lastly, in a semi-block style, the signature block and complimentary close are aligned under the address and date.

A lot of professional business letters follows a seven-part design- heading (most of professional business letter correspondence is printed on letterhead), address, date, salutation, body, complimentary close, and signature. However, the "block style" is the most preferred format in a professional business letter. As earlier mentioned, the information of the whole message is justified left, in which the text is single-spaced, apart from the double spaces between paragraphs (Al-Bayati 33). In terms of medium, professional business letters can be sent by mail or through an email attachment. Nonetheless, no matter the medium in which a business letter is conveyed, the formal guidelines and structures given for professional business letters are significant to the genre.

Business letter must be reader-centred to establish an appropriate professional tone. It should entail a "you attitude" meaning that the concentration of the business letter should remain on the readers and their concerns rather than focusing on the writer, as a depiction of respect and courtesy to the reader (Morrison 32). For instance

“Me Attitude”

"Our organization is known to produce the best Tuxedo suits designed for every client."

“You Attitude”

“You can be assured to get your designed Tuxedo suit that will match your expectations.”

People who use a business letter and why they use it.

As earlier mentioned, a business letter is mostly used as a formal document sent from one company to a different one, or from an organization to its employees, clients, suppliers, and stakeholders. Consequently, business letters are utilized for professional correspondence between business people as well. There are different reasons that people use a business letter as a medium to convey a message which includes:

Relationship building

One of the aims of a business letter is to enhance the relationship between business associates or clients by appraising or thanking them for their contribution to an organization grows. For instance, a cover letter sent with a business report can inform clients or business associates concerning the content of the statement. In most cases, these letters are generally concise and precise, with bullet points highlighting critical topic discussed in the description (Kuimova, and Shershnev 13). Similarly, a business letter can be used as a "gratification letter" to appreciate and thank a client for a recent order. The primary aim of the gratification letter is to build strong relationships with clients and remind them of the organization's website and products.

Sales efforts

A business letter can be used to introduce clients to new products and services. In a direct mail and advertising strategy, these business letters are referred to as sales letters. A sales letter is typically mailed with an order form and a brochure. Although the colour brochure features an organization's product or services typically, a sales letter is designed to indicate the essentials of the products or services for the client or business customer. However, all sales letters or introductory have to follow the AIDA principle, which includes attention, interest, desire, and action to depict professionalism to the parties involved (Tebekin 34). The letter or heading should grab the client’s attention, interest them enough to desire to read them, and thus enhances the customer’s desire to purchase the product.

Selling incentives in sales

Selling incentives sales for clients is another purpose of a business letter. Business letters are utilized to offer coupons, rebates, and exclusive deals to long-term clients. For instance, a small printing organization may give a 20% discount to clients who have used their services for at least a year or longer (Al-Bayati 27). An alternative would be to offer a coupon to clients who have spent a certain amount of money with the printing organization. Therefore, organization use selling incentives sales business letters to promote existing products to encourage to continue purchasing their products or use their services.

Considerations

An organization may be prompted to write a business letter to a "lost client" or a customer who has not purchased any of their products for a period. A retail organization that uses databases can pinpoint these clients (Al-Bayati 3). Subsequently, companies may write a business letter to such clients to offer them an exclusive deal with the hope that it will trigger them to buy the organization's products. For instance, an internet-service provider organization may send a business letter to clients that have terminated their services by introducing a monthly rate that is significantly lower than their rivals.

Solution/ prevention

An organization, sometimes, write a business letter to acknowledge a compliant (Al-Bayati 7). Such a submissive involves a client service, inaccurate shipment, or damaged goods. Additionally, the organization must submit a business letter to the client to apprise them what is being done to rectify the mistake. Complaints can lead to potential challenges, and henceforth organization must use business letters to address complaints urgently.

Genre text

Business letter

XXX Organization

2374 Avenue Street

City part, NY 88364

28th May 2020

Mr Kenneth Brown

1536 Lattice Street

New York, NY 49259

Reference: Tuxedo Suits

Dear Kenneth

It is a pleasure that you visited our suit company in New York. The organization is appreciative that you liked the Tuxedo suits that the company had to offer at the time. Nonetheless, we are apologetic that you did not get a chance to buy your preferred navy-blue tuxedo suit that you requested. Unfortunately, we were running out of stock. Nonetheless, there would be a 20% discount if you decide to buy ones of the navy-blue tuxedo suits.

The company has sent pictures of different navy-blue tuxedo suits at your address. We hope that you get to like and choose one amongst the given options. Each tuxedo suit picture has all information that you have asked for in your visit. It is our pleasure that you liked what our organization had placed before you.

It will be our honour if you send your feedback. You can contact the company at any time concerning any given question or information. The organization number and email address are in the business letter.

Thanking you

Brian Hopkins

Signature

Genre texts explanations

There are different ways that the genre texts match the constraints chosen such as;

Adhering to business letter styles

All the information in the genre text is justified to the left margin. Similarly, it contains all the information that should be found in a professional business letter such as heading, address, salutation body, complimentary close, and signature. Apart from the entire letter being justified left, the information in the genre text is single-spaced, apart from the double spaces between paragraphs. Henceforth, the information in the genre text follows a seven-part design that entails a professional business letter written in a block style. In that perspective, the information given follows a business letter criterion.

Clear purpose

The information in the genre text has a clear purpose on why the letter was sent to the client. It starts right away by recognizing the previous contact "It is a pleasure that you visited our suit company in New York." A clear message helps a reader understand the intention of the letter from the word goes. It is a professional way to encourage the reader to read the entire message. The reason is that people will concentrate on the rest of the news if they feel recognized and appreciated from the start (Morrison 52). By doing this, the Tuxedo suit company has increased chances that the client will purchase with them since they feel like an integral member of the organization. Henceforth, the information in the genre text starts right out with a professional tone of respecting and appreciating the potential client.

Font and punctuation

The font is a significant element in a business letter. It helps in the readability of the message. The information in the genre texts meets the generally accepted Times New Roman, size 12 font. Additionally, the information in the genre text has used a colon (:) after the salutation and a comma (,) immediately after the closing (Emejidio 36). Punctuation and font are essential in a business letter since it helps the reader understand when to pause while reading the message and as well act as an aspect of professionalism. Henceforth, the punctuation and font meet the criteria needed when writing information in a business letter.

Sales effort

One of the reasons that an organization writes a business letter is to increase sales. Based on the information in the genre text, it is imperative that the suit organization apologies to the client since he did not find his preferred colour and taste of suit on the day that he visited their store (Al-Bayati 31). However, the company made an effort to satisfy the client's demands by bringing in different navy-blue tuxedo suits and sending a picture of them to the client to choose among the options given. The organization was keen on increasing their sales by making an effort to look for the suits that would match the potential client demands and taste. Therefore, the information in the genre text fulfils one of the aims of a business letter which is to in...