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5 Strategies You Should Know to Be Polite When Writing Trade Correspondence


Politeness can be seen as one of basic guidelines for all human behaviors. It is generally accepted that politeness is a pervasive feature in human communication. Writing of business correspondence, as a kind of communication form, should also observe this guideline.

There are various kinds of problems you would meet when writing a business trading correspondence. Have you clearly known about how to solve these problems? Here, I am about to show the five most important strategies to be comply with the principle of politeness.

1 Make apologies sincerely.

It is wise to write to make apologies sincerely when you fail to meet the trade partner's requirement or bring inconvenience. It will hurt the reader when receiving an insincere letter and damage the business relations. The best way to apologize politely is to tell some good news first and then make sincere apologies or explanations. Another way to raise the business credit is to apologize before mistakes are found. If the mistakes are too big, making an apologies face to face is necessary. This kind of apologizing is more polite, which can be easily understood by the customers.

2 Proper compliments to the customers.

According to politeness principle, writers should praise the partner as often as possible. It is necessary to praise the credit stand, products and technology. But proper compliments do not mean flattery or boasting. Too much use of compliments will also sound impolite and shows a feeling of dishonesty.

3 Showing hearty gratitude.

In the business circle, gratitude's should be expressed for the effort the partners have made and benefits they brought in. However, it is impolite to thank in advance when the partner has not set out what's in your mind. Thanking in advance means that the writer takes it for granted that the recipient will do as they require. It is proper and polite to express gratitude when the partner agreed to meet your demand.

4 To focus on the theme.

Time is money. Business operation calls for high efficiency and fast speed. Business letters should be written concisely and focus on the main idea. It is a waste of time and rather impolite to talk about something irrelevant to business transactions. Besides, that would have a bad effect on the conclusion of the transaction.

5 Refusal and show complaint-politely.

What it conveys is something unhappy, such as refusal of counter-offer, repeat order, mending the letter of credit and claiming. So the writer should strike a balance between instead interest and loss of both parties. To save the partner embarrassment when declining his requirement, it is important to refuse indirectly, which gives the recipient a feeling of respect and can easily accept the fact. Here's an example, instead of 15 reduction on underwear, we suggestion a reduction of 8 on all lines on for US$3.000or more.

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