Business Relations In Business Writing

Building Goodwill
• What is Goodwill?

-It is synonymous to friendship.

- It is a special feeling, special bond with company and client.
- Feeling of trust that makes the client engage in a business relation.
- It is extremely important in business.
 Indication Of Goodwill

1. Being of genuine service to your clients.

2. Answering business letter promptly.
3. Approaching the problem from the readers point of
view.
4. Using tact and empathy.
Tips for Enhancing Human Relations In Business Writing
1. Show Genuine respect.
Example:
Unpleasant:
-We are sorry, but we cannot do anything about your complain.
-We are surprised at your criticism about our product.
Pleasant:
-Our sincerest apology for having issue in our product. We assure you we will
do our best to help you.
-We deeply sorry. We can assure you our genuine desire to help you about
your complain.
Tips for Enhancing Human Relations In Business Writing

2. Be Discreet
Example:
Unpleasant:
-Will you please send your payment which is long over-due.
-We are wasting time sending you a letter reminding you about your
payment.
Pleasant:
-May we have your payment on October 8, 218 please?
-This is a friendly reminder concerning about your account.
Why It Is Important To Create Goodwill
1. Encourages Brand Loyalty
-When you feel good about a company, you want to do business with them again and again. Creating goodwill with
customers encourages brand loyalty by making them feel good about doing business with you.
2. Encourages Forgiveness
-Think about how you feel when your neighbor brings you a big tin of cookies at Christmas time. You are probably
less likely to be upset when that same neighbor parks in front of your yard or doesn’t bring in their newspaper,
letting a pile form in the driveway. The same concept applies to your business
3. Sets You Apart from the Competition
-When customers are having a hard time choosing between companies who have similar products and price points,
the goodwill you create can help set you apart from your competition and push them in your favor
4. Improves the Value of Your Business
-Investors understand the importance of goodwill and what it builds with customers. If your company has a positive
reputation as a result of the goodwill it has built, it will increase its value. This will help you to attract more investors
or secure credit more easily if you are looking to expand your operations, and it will help you to command more in a
sale if you choose to sell your business. Building goodwill builds value.
How to Build Goodwill in Writing
1. Construct an Encouraging Attitude
A positive tone can create an inviting atmosphere that makes readers more
likely to consider your message. Choose words that promote community,
helpfulness and cheerfulness to establish a constructive relationship with
your readers.
For example, "We can't have the bake sale unless people volunteer to help
out" promotes a negative attitude through the conditional words "can't"
and "unless."
How to Build Goodwill in Writing
2. Focus on the Reader
Readers often have something to gain or lose from the message you're
sending, so putting the focus on their needs rather than yours can
demonstrate a genuine concern for the audience. Try to emphasize the
pronoun "you" over the use of "I" or "we" whenever possible, especially
when beginning sentences.
For example, "We need everyone to complete the appropriate paperwork
so paychecks can be mailed" could be changed to "So that you may receive
your paycheck promptly, please complete the attached forms at your
earliest convenience."
How to Build Goodwill in Writing
3. Use Sentence Emphasis
Sentence structure can work in conjunction with good word choice and a
positive tone to draw readers' attention to specific ideas. Try emphasizing
the most important thoughts in your message by distinguishing them with
shorter sentences. In an opinion piece or editorial about animal abuse.
For example, you might use a forceful, brief statement like, "Animal abuse
can no longer be tolerated." You can then follow up the sentence with
details, such as evidence of the abuse's consequences and a plan for
solving the problem.
How to Build Goodwill in Writing
4. Write with Confidence
Confident writing can build goodwill with readers by establishing you as a
trustworthy authority. Be assertive in stating the strengths of your position
without apologizing for its weaknesses. If you're writing a cover letter for an
application to grad school.
For example, don't downplay your accomplishments by saying, "While my GWA
scores aren't as high as I'd like them to be, I received numerous academic
honors from my college." By contrast, don't appear overly confident or arrogant
by saying, "You will surely agree that my numerous academic honors qualify me
for admission." A better way to achieve a confident tone would be, "My
numerous academic honors illustrate my commitment to education in this field."
Features Of A Successful Business Letter
How will you know whether his letter is successful?
- Well if he is able to get the desire result, then his letter is successful.

Example:

When you make an application letter.

- If the company granted you an interview, your application letter succeed
in persuading the prospective employer to consider your ability.
What Then Are The Features Of A Successful
Business Letter

1. It can elicit a response from the reader.

2. It gives the impression of Goodwill.
3. It exudes courtesy and sincerity.
4. It reflects careful organization and attention to every
detail.
Response from the Reader.

The successful business writer can make the reader act in the most
favorable way.
This can be achieved if the writer considers the reader’s feeling at all
times.
The approach of individual varies depending on the situation.
Scenario:
You been ask to write a collection letter for several people so as to secure
payments for their over-due account.
If you want the recipients to respond to settle their account you must devise
different approaches for every one.
Example to show approaches for different
individual.
1. The Goodwill approaches for the busy person- this is
mild approach to clients whose inability to pay is
unintentional or an oversight.
Example:
- We sent you a letter last june 15, 2018 regarding your
balance of 5,000 but we haven’t received payment. We are
again reminding you about you payment. We believe that
your inability to pay was merely an oversight.
Example to show approaches for different
individual.
2. The compelling approach for the indifferent individual- there are some
persons who have no valid reasons for non-payment. Several reminders has
been sent but to no avail.
In this case writer has no choice but to compel the person to pay.
Example:
We have sent you several reminders about your payment but we have not
heard anything from you. We have no choice except to bring this matter to
our lawyer.
Example to show approaches for different
individual.
3. The diplomatic approach for the procrastinating individual- this
approach may be used for individual who have the ability and the
intention or to pay but who simply delay their payments.
In this approach, the writer may appeal to the individuals sense of
sympathy by stating that if the customer would only pay his balance, he
would be helping the company a great deal in running its business.
Example:
We are once again calling your attention to the unpaid balance of P2,000.
this amount is small but it could be a great help in the maintenance of
efficient business enterprise.
The Impression Of Goodwill
It is possible that some of the people you deal with have never seen you or
known you in person.
This is where the importance of the business letter stands out.
Even if people know a lot about you, still the business letter fulfills a very
important role.
It gives away the writer and it is also determines the success of the
transaction.
If the writer wishes to get the desired result, he must maintain the
impression of goodwill throughout his letter.
Sample Statement Showing Goodwill
We seldom hear complaints about our products, however, when such is
not the case, we appreciate criticism for our improvement.
We are glad to be of service to you.
We assure you of our help.
We shall try our very best to do something about your complaint.
Your good credit reputation is a valuable asset.
Exuding Courtesy and Sincerity
Courtesy and Sincerity go together because any polite remark comes from a
genuine and honest feeling of giving due respect and consideration for
other people.
If there is anything that will hinder the goal of getting the ddeisred result,
it is discourtesy.
Discourtesy is sure to run off anybody.
It destroys goodwill that can ultimately lead to the severance of business
relations.
Sample Statements That Exude Courtesy and
Sincerity
 Following our company policy, we cannot give you the information you
desire, however, we suggest that you write Mr. James Scott who can
provide the information you need, at his address.
You shall try our best to give you the service you deserve.
You can be sure that our department will take care of your needs.
We hope to receive your payment within this week because we do not
want to lose a customer with a good credit standing.
Careful Organization and Attention to Every
Detail
Since business letter stands as a representative of the writer, whatever is written
determines the final outcome of the business transaction.
If a letter contains errors like misspelled names or wrong figures, the business
transaction could be upset, delayed, or even ruined.
Any careful writer must check all the details to be sure that everything is correct.
Any carelessness is likely to destroy goodwill.
A careful writer organizes his letter by following the logical sequence of having a
beginning paragraph, a middle paragraph and an ending.
This is further achieved by striving to maintain simplicity, clarity and
completeness.
Simplicity
Simplicity is achieved by eliminating unnecessary elements such as too many
words, sentences, paragraph or unimportant ideas.
Poor
As you requested in your letter which we received last December 22, we are
sending you a catalogue. This catalogue contains samples drapery materials.
From this catalogue, you can choose the materials you want and need. The price
list is also enclosed in the catalogue.
Improved
As you requested in your letter last December 22, we are sending you a
catalogue containing samples of drapery materials. The price list is also
included.
Clarity
Clear writing is essential in getting the desired result. Misunderstanding are
likely to arise when ideas are not conveyed clearly. Obscurity of ideas can
de4lay any business transaction. It can also destroy goodwill.

Suggestions to obtain Clarity in writing:

1. Be specific.
2. Arrange words in their proper order.
3. Use correct punctuation marks.
Be Specific
Example:
Vague: You still have unpaid balance.
Clear: You still have an unpaid balance of P5000.
Vague: I would like to order your latest cookbook.
Clear: I would like to order a copy of your latest cookbook “Cooking Made
Easy”.
Vague: I have college education
Clear: I graduated from College of University of Mindanao with Nursing
Degree.
Proper Arrangement of Words

Vague:
We give discount on items bought on cash basis at 10% only.
Clear:
We only give 10% discount on items bought on cash basis.
Vague:
The Manager passed a memorandum to his employees of the personal
department.
Clear:
The Personnel Manager passed a memorandum to his employees.
Using Correct Punctuation Marks
Confusing:
Alex, wants to marry Ashley?!
Clear:
Alex wants to marry Ashley.
Confusing:
I will send, you the details later!
Clear:
I will send you the details later.
7 Reason Why We Need To Improve Our Business Writing
1. You’ll Inspire Your Coworkers
When you know how to use the right word at the right time, you’ll be able to send inspiring reminders
and email messages to your team. Your writing style should express your energetic, sharp personality.
2. You’ll Boost Your Authority
You can’t address a potential business partner without paying attention to the tone, style, and form of the
message you send. If you want to leave an authoritative impression, you have to improve your writing
skills.
3. Your Ideas Will Become More Convincing
Business writing is all about persuasion. However, your reports, messages, blog posts, and social media
updates cannot give away an impression that you’re trying too hard. It’s all about nuances. Some people
have it naturally, but most of us have to learn how to develop a proper business writing tone.
4. You’ll Express Your Creativity
Has your company come up with a new product or service? Of course, you need to write a catchy slogan
and develop a creative campaign for it! You can’t do that without advanced writing skills.
7 Reason Why We Need To Improve Our Business Writing
5. You’ll Connect With Your Team
A leader has to communicate with his employees through messages and emails.
If you overlook this aspect of teamwork, you’ll look like someone who doesn’t
care too much about supervision.
6. You Simply Need to Write!
It doesn’t matter how much you’re trying to avoid writing; you’ll inevitably come
to a point when you need to order equipment or send an email to someone. If
the messages are disorganized and unclear, you’ll instantly ruin the impression
people have about you.
7. You’ll Avoid Confusion Through a Clear Message
The success of a business is based on a clear message. If your writing causes
misunderstandings, you’ll risk the achievement of your company’s goals.
Some Tips to Improve Business Writing
1. Plan Before You Write!
When it comes to business writing, you can’t leave things to chance. Every step needs to be well-planned. What
impression are you trying to leave? What actions should the audience undertake once they read your content?
Organize your thoughts and construct a plan. Only then you can proceed to write.
2. Write a Clear, Direct Message
Business slang is acceptable only when you’re communicating with your partners. Potential collaborators and
customers might not understand your puns and attempts to sound smart. You need to send a clear message that
leaves no space for confusion.
3. Set Your Tone. Make It Recognizable
You have a unique personality that should shine through the text you write. You need to find the channel through
which you’ll express the creative energy through every sentence you write. Your unique personality should be
recognizable in the emails, reports, presentations, blog posts, social media updates, and every other piece of content
you write for business purposes.
Some Tips to Improve Business Writing
4. Format the Content Properly!
You try hard to develop the perfect message and attract the reader with your ideas, but you don’t pay
attention to structuring proper sentences, paragraphs, and references? The structure of the content also
involves the way your document looks like. The margins, page borders, breaks, line numbers: everything
is important when you want to look like a serious businessman.
5. Avoid Plagiarism Under Any Circumstances
You just came up with a thought-provoking slogan for a new product or service? It seems so familiar that
you’re certain you’ve heard it somewhere before? Are you sure it’s not plagiarized? You need to make
sure every single sentence you write is unique!
6. Focus!
Multitasking is an exceptional talent that enables you to save a lot of time. For example, you have
business lunches to do few things at the same time – eating, leaving a good impression, making a better
connection with the team, discussing business proposals, and evaluating the progress of your company’s
plan. That’s great, but you cannot implement that strategy into business writing.