Writing without empty phrases - the best tips from writing coach Andrea Kern
Many letters and emails begin with: "Dear Sir or Madam". But this formulation is no longer up to date. Everyone agrees on "Yours sincerely" - this expression belongs in the category of outdated phrases. But what about other common phrases? A little anti-phrase training.
There is no phrase that is as persistent as: "Dear Mrs. ...". In modern textbooks, "Good day Mrs. ..." is suggested as a replacement. However, this alternative has not yet fully established itself in practice. This is not least due to the fact that "Sehr geehrte ..." is not even questioned or is simply adopted thoughtlessly.
The fact is that modern writing is less formal today - even in business. However, there should still be no lack of style. A "Guten Tag Herr ..." is contemporary and a "Grüezi Frau ..." usually comes across as pleasant - except perhaps with conventional contacts or industries.
Caution is advised with "Hallo Herr ..." or "Liebe Frau ...", however, because many people find these forms of address too direct or too casual - at least on first contact. It is therefore best to choose the form of address carefully, taking into account how well you know the person you are writing to and the environment in which they work.
Often unnecessary: reference to the insert
"Enclosed you will find ...", "Enclosed we send ..." or even "Enclosed you will receive ...": comments like these are usually superfluous, as the recipient will see the brochure in the envelope or the Word document in the attachment.
Nevertheless, attention can be drawn to the insert - preferably in conjunction with a useful note. For example: "On page 12 of the brochure you will find the stand-by number for emergencies."
Positive conclusion
"If you have any questions, please do not hesitate to contact us." This closing sentence is (unfortunately) still often found in business letters today. This monotonous phrase can easily be replaced. For example: "Do you have any questions? Then please get in touch with me. I'll be happy to make time for you."Phrase alternatives
NotWe will send you directions in the enclosure.
Better
Whether you are traveling by train or car: The directions will show you the best way to reach the course location.
Not
If you have any questions about the course description, please do not hesitate to contact us.
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Do you have any questions about the learning objectives, the content or the general conditions? I will be happy to answer them.
Not
Mr. Beispiel will contact you regarding the number of participants.
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Mr. Beispiel will call you on ... and let you know the final number of participants.
Not
We would like to point out that the registration deadline for the workshop is approaching.
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You can still register for the "How modern correspondence works" workshop until ...
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Unfortunately, we have to inform you that we have to cancel the course due to a lack of participants.
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This course also thrives on exchanges between participants. It makes no sense to hold it with just three people. I will contact you as soon as I have found a new date.
