Sometimes people who use letters for business communication ask themselves whether it is possible to influence the addressee's decision in any way. Some people think this is impossible; others answer the question in the affirmative. Who is right? Business correspondence is a very delicate job. After filling out the letter, you must show respect to the addressee, be correct and unobtrusive! You can influence a person through paper, but for this you need to follow some rules.
Establishing psychological contact
Psychological contact in business correspondence is very important, because in its absence, cooperation is almost impossible. Be sure to address the addressee using the word "Dear". Never abbreviate words in a header. That is, if you do not know the person well, you can apply as follows "Dear Mr. Petrov", and not "Uv. Mr. Petrov ".
If you have previously met a person and talked about some topics that relate to your work, be sure to use this fact in your introduction. If you are not familiar with the addressee, inquire about his company.
An example of an introduction.
1. Dear Petr Petrovich! At a business meeting that came to the Angara restaurant on October 12 this year, we discussed the topic of small business investment.
2. Dear Mr. Petrov! We learned that your company is a leader in the Irkutsk region in the production of band saws. Our company is engaged in the production of sawmills. We would like to cooperate with you in the future.
If you become aware that the head of the organization is very concerned about his reputation and is looking for partners, you can ask him for advice. Such a person will gladly agree to help, because you can influence the reputation of the company. It is very convenient to cooperate with such an organization, because the manager will try to fulfill all the terms of the contract so as not to earn negative reviews.
Finding Arguments and Facts
To convince a client that you are right, you must find arguments. They are medium, strong and strongest. Psychologists advise adhering to the following sequence when composing a letter: strong - medium - strongest.
The strong ones include the following arguments:
- The presentation will feature the latest developments in equipment for the production of band saws.
- The price of the offered equipment will be 30% lower than the market price.
Average facts include:
- The participants of the presentation will have the opportunity to see the new equipment in action, as well as get advice on the operation of the devices.
- The warranty for the offered equipment will be increased by 2 years.
The strong ones include the following arguments:
- At the end of the presentation, a promotion will take place, the participants of which, when purchasing equipment, will be able to get a second one completely free of charge.
Finding the problem of the addressee
Before proposing something, try to find a reason that might induce the reader to use your services or purchase a product from you. For example, you offer a freight service. Carefully study the work of the addressee, identify his dissatisfaction. To do this, you can send a "spy". You can also find out which company he uses. Then find the negative aspects of the organization that carries out the trucking. Try to identify a problem that may arise while working with a third party.
If you offer equipment that is better than the one used by the addressee, be sure to write about it in the letter, referring to the fact that with your devices the volume of production will increase dramatically.
Formulating thoughts
Try to formulate your thoughts correctly. For example, psychologists advise not to use the particle "not" and "nor" in business correspondence.
Example.
Incorrect phrase: on October 12, it would not hurt you to visit our exhibition.
Correct phrase: on October 12 we will be glad to see you at our exhibition.
Letter design
The attitude of the addressee to your company depends on the design of outgoing correspondence. Business correspondence involves the use of corporate letterhead. You shouldn't experiment with the font and size, it is better to opt for the standards, that is, the Times New Roman font and size 12. Even if these are trifles, but on a psychological level, it has a great influence on a person!
