Unique Vocabulary for Writing Professional Business Letters

Good business letters are straightforward, concise, and coherent. To write a business letter, you must use the correct vocabulary. Your choice of words will make your idea challenging or easy to understand. Knowledge of the right vocabulary for writing business letters will make your task easier and more enjoyable. 

A pivotal step to crafting excellent business letters is using the correct vocabulary. If your message is not up to standard, it can destroy the business relationship that you are trying to build.

This article focuses on the correct vocabulary for your business letters

Why You Should Use Proper Vocabulary

You can communicate more effectively with your customers and other business personalities by strengthening your business vocabulary. Below are the benefits you will enjoy if you improve your vocabulary:

1. For an excellent first impression

Your words can create a positive image for your company and what it offers. With the correct vocabulary, you can make a powerful impression, even if it’s your first time getting in touch.

2. To make your ideas clear.

Employing the correct vocabulary will make your customers understand your message. The correct wording will make your main point straightforward and specific.

3. Your audience will love to engage with you.

If you use the right words, your recipient will find it easy to respond to your business letter.

4. The correct vocabulary will showcase your expertise.

When you share deep insights via your business letter, your customers will perceive you to be an expert/authority in that field. 

5. The correct vocabulary will position your business as an industry thought leader.

Using the correct vocabulary to share valuable content in your business letter can build customers’ trust. There’s more than enough to gain from using the correct vocabulary. 

The Dos and Don’ts in Business Letters Vocabulary

fountain pen on spiral book
Photo by Aaron Burden on Unsplash

Below are some common dos and don’ts for business letters vocabulary. Your business vocabulary is vital for the growth of your business. The following will help you to sound professional in your business letters.

1. Do make use of strong verbs.

  • You can use “discuss” instead of using “talk.”
  • Use ‘leverage’ instead of ‘tryout.’

2. Don’t make use of the passive voice.

  • Say “the Governor presented the award,” not “the award was presented by the Governor.”

3. Do make use of a suitable tone when writing your business letter.

  • Use “confident” when referring to your team members.
  • Analysis” for reports.
  • Inspiring” for your business proposal.

4. Don’t make use of overused adjectives.

  • Use “gratify” in place of “nice.”
  • Salient” in place of “important.”
  • Distinguished” in place of “great.”

5. Do employ the use of an organized structure.

  • You should mention the primary purpose for writing your letter from the onset.
  • Include only one idea in a paragraph.

6. Don’t make use of clichés

  • Clichés such as “on the back burner” or “right back to square one” should be avoided.

7. Do watch out for homonyms that your grammar checker may not correct.

  • Make sure these similar words are used in the proper context: bear/bare, sea/see, its/it’s, two/too/to, there/they/they’re.

8. Don’t use phrases that will make your message unclear.

  • Say “surprise,” not “unexpected” surprise.
  • An “estimate,” not a “rough” estimate.

How to Improve Vocabulary for Writing Business Letters

Since English is an international means of communication, it is only suitable for you to be knowledgeable about using it rightly. The following are some helpful tips that will help you to improve your vocabulary.

1. Create a vocabulary for your business

You can get a book to write your newly discovered words for different topics. Whenever you come across a new business word or phrase, write them under the topic that they were used. Also, include the meaning of each new word as you check them up in the dictionary.

2. Make what you already know a priority.

At the beginning of your new vocabulary, start with words and terms that you are familiar with. Consider writing those words related to your business first. As time goes on, you can include those of other fields that you are interested in.

3. Pay attention to business conversations.

You will hear new words and phrases when you pay attention to business discussions. Watch business talk shows on YouTube or television with a jotter and pen by your side, ready to write down new terms and words.

4. Read business articles

One of the ways to improve your vocabulary is by reading. Buy newspapers or magazines with business articles to read at your leisure. As you do so, you’ll widen your vocabulary in no time.

5. Learn the right pronunciation

Learning new words is not enough; you should also learn how to pronounce them correctly. If you don’t know the correct pronunciation of a word, you may misuse it. Also, include the pronunciation of words in your business dictionary. 

In conclusion

The correct vocabulary is essential for writing an effective business letter. You are advised to follow the steps above to improve your vocabulary for writing business letters. You can also use the INK AI writing assistant to spot punctuation, spelling, and grammar errors.

Unique Vocabulary for Writing Professional Business Letters

Abir is a data analyst and researcher. Among her interests are artificial intelligence, machine learning, and natural language processing. As a humanitarian and educator, she actively supports women in tech and promotes diversity.

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