Correspondence is an essential aspect of doing business. We use it for many different purposes in hundreds of different formats from proposals to thank you letters, from invoicing to collections.
Regardless of the content, the format needs to be clean and clear, organized and brief. Spelling and grammar should be absolutely perfect. All numbers and calculations must be accurate. Showing attention to detail in simple documents exhibits care and concern that your customers respect.
Any document should include nothing less than a date, a phone number and/or email or web address where the recipient can obtain more information. When applicable, as with product shipping or billing by mail, be certain the company address is included and accurate. All this information can be added in one line at the top and/or bottom of the page. An alternative method is to place it in a block at the top directly underneath the company logo.
Even if your logo is nothing more than your name printed in a Times New Roman font, it needs to be prominent on the page and printed exactly the same way in the same place every time; try to be consistent throughout all outgoing documents. Adding a tag line is always a good idea. Keep it brief, three to five words max, and try not to be too cute or crafty. Catchy is good, cheesy is not.
Following these basic principles exhibits competence, consistency, stability and professionalism that are increasingly more valuable in an uncertain business climate. Poor grammar and spelling amidst unorganized and inaccurate content does not promote trust and dependability.
We believe that is isn’t always what you say, but how you say it that makes the greatest impact. Your documents are the most cost effective advertising your company has. Make the best use of those dollars by making all your documents the best they can be.