Essentials of a Business Letter : Employment Letters : Personal Letters

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Essentials of a Business Letter

Essentials of a Business Letter :

The essentials of a good business letter may be summarised as follows.

COMPLETENESS : The letter must be complete in itself. It should contain all the information required by the addressee. The important and relevant matter should not be left out. Incomplete letters do not produce the desired effect on the mind of the reader. When a letter is incomplete, an unnecessary delay is caused in seeking clarifications. The writer should try to grasp all the relevant facts and arrange them logically and systematically to incorporate them in the body of the letter.
CLARITY : The writer must be clear about what he wants to convey and then he should try to express it in simple and straight forward language. Clear writing and clear thinking should go hand in hand, and person who thinks straight is usually able to write straight. Before writing, the writer should plan the message to be conveyed in order to avoid vagueness. Planning helps to produce the orderly kind of letter that creates a good impression because its message is clear.
SIMPLICITY : Business letter – writing calls in fact for a plain style-a-style which is simple, clear and easily understood. Accordingly the language of business letters should be very simple. The use of winding expressions and high sounding phrases should be avoided.
ACCURACY : A business letter should not have any false or misleading statement. There should be no mistakes which usually creep in a letter due to negligence. Mistakes, however small, should be avoided, as they cause much inconvenience and trouble. All facts and figures should be as accurate as possible and documents like bills of exchange, invoices, statements of accounts should be carefully prepared and checked.
BREVITY : In a business letter unnecessary words and superfluous matter should be avoided. As brevity in letter is the soul of a commercial correspondence, the writer must see that every sentence he has written in impregnated with an appropriate meaning.
SINCERITY : Whether a person is writing a personal letter or a business letter, he needs to write it with sincerity. In other words, he must be himself and not an imitation of somebody else. The business letter may seem to be a common piece of writing, if all letters are modelled to a set style. It must have originality of the sort that expresses the thoughts of its writer in his own style.
COURTESY : Courtesy makes friends, and friends in business are no less necessary than in other walks of life. In a business letter courtesy should be present everywhere, as it pacifies anger and pays in the long run. Courtesy means that the general tone of the letter should be mild and there should be consideration for the feelings of others. Curt and rude letters have got no place in the business world. Courtesy should not be sacrificed for the sake of brevity. Discourteous and unpleasant language should be avoided even while writing letters of complaint or letters of refusal.
STYLE : The words used in a business letter and the way in which they are used express the writer’s personality and give the letter what is called its style. Style in writing as in other walks of life is a quality peculiar to the individual. It is determined by the background, training, experience of a person and the way he thinks. If one writes with naturalness and ease, The letter so produced will reflect the personality of the writer. It is correctly said, therefore, that Style is the man.

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Letter Asking A Donation
Letter Asking A Favor
Letter Asking for More Details
Letter Asking for Donations
Letter Denying of Dealership
Letter for Change of Address
Letter for Distributorship
Letter for Employment
Letter for Hotel Reservation
Letter for Letter of Credit
Letter for Line of Credit
Letter for Product Launch
Letter for Promotion
Letter for Retirement Congrats
Letter for Scholarship
Letter for Settlement of Bill
Letter for Tender
Letter for Testimonial
Letter of Agreement
Letter of Assurance
Letter of Credit
Letter of Enquiry
Letter of Order
Letter of Persuasion
Letter of Sympathy
Letter Offering Discount
Letter Related to Advertisement
Letter Related to Despatch
Letter Related to Training
Letter to A Foreign Buyer
Letter to Pen-Friend
Letter to Police
Letter with Order
Letter with Quotation
Letter Writing
Letters about Company Shares
Letters by Clubs and Societies
Letters by Landlords & Tenants
Letters for Appointment of Dealers
Letters for Business Relations
Letters for Buying and Selling
Letters for Credit & Collection
Letters for Foreign Travel
Letters for Lease & Tenancy
Letters for Loan & Borrowing
Letters for Transfer & Assignment
Letters for Insurance
Letters Noting Discrepancy
Letters of Condolence & Sorrow
Letters of Regret
Letters Regarding Maintenance
Letters Regarding Payment
Letters Related to Employees
Letters to Local Corporation
Letters to Postal Authorities
Letters to The Editor
Letters Used in Real Estate
Letters With Postal Department
Letters With Railways Authorities

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It should contain all the information required by the addressee. The important and relevant matter should not be left out. Incomplete letters do not produce the desired effect on the mind of the reader. When a letter is incomplete, an unnecessary delay is caused in seeking clarifications. The writer should try to grasp all the relevant facts and arrange them logically and systematically to incorporate them in the body of the letter. CLARITY : The writer must be clear about what he wants to convey and then he should try to express it in simple and straight forward language. Clear writing and clear thinking should go hand in hand, and person who thinks straight is usually able to write straight. Before writing, the writer should plan the message to be conveyed in order to avoid vagueness. Planning helps to produce the orderly kind of letter that creates a good impression because its message is clear. SIMPLICITY : Business letter – writing calls in fact for a plain style-a-style which is simple, clear and easily understood. Accordingly the language of business letters should be very simple. The use of winding expressions and high sounding phrases should be avoided. ACCURACY : A business letter should not have any false or misleading statement. There should be no mistakes which usually creep in a letter due to negligence. Mistakes, however small, should be avoided, as they cause much inconvenience and trouble. All facts and figures should be as accurate as possible and documents like bills of exchange, invoices, statements of accounts should be carefully prepared and checked. BREVITY : In a business letter unnecessary words and superfluous matter should be avoided. As brevity in letter is the soul of a commercial correspondence, the writer must see that every sentence he has written in impregnated with an appropriate meaning. SINCERITY : Whether a person is writing a personal letter or a business letter, he needs to write it with sincerity. In other words, he must be himself and not an imitation of somebody else. The business letter may seem to be a common piece of writing, if all letters are modelled to a set style. It must have originality of the sort that expresses the thoughts of its writer in his own style. COURTESY : Courtesy makes friends, and friends in business are no less necessary than in other walks of life. In a business letter courtesy should be present everywhere, as it pacifies anger and pays in the long run. Courtesy means that the general tone of the letter should be mild and there should be consideration for the feelings of others. Curt and rude letters have got no place in the business world. Courtesy should not be sacrificed for the sake of brevity. Discourteous and unpleasant language should be avoided even while writing letters of complaint or letters of refusal. STYLE : The words used in a business letter and the way in which they are used express the writer’s personality and give the letter what is called its style. Style in writing as in other walks of life is a quality peculiar to the individual. It is determined by the background, training, experience of a person and the way he thinks. If one writes with naturalness and ease, The letter so produced will reflect the personality of the writer. It is correctly said, therefore, that Style is the man. From Essentials of a Business Letter to HOME PAGE All contents remain copyrighted and reserved. SBI!	Letter Asking A Donation Letter Asking A Favor Letter Asking for More Details Letter Asking for Donations Letter Denying of Dealership Letter for Change of Address Letter for Distributorship Letter for Employment Letter for Hotel Reservation Letter for Letter of Credit Letter for Line of Credit Letter for Product Launch Letter for Promotion Letter for Retirement Congrats Letter for Scholarship Letter for Settlement of Bill Letter for Tender Letter for Testimonial Letter of Agreement Letter of Assurance Letter of Credit Letter of Enquiry Letter of Order Letter of Persuasion Letter of Sympathy Letter Offering Discount Letter Related to Advertisement Letter Related to Despatch Letter Related to Training Letter to A Foreign Buyer Letter to Pen-Friend Letter to Police Letter with Order Letter with Quotation Letter Writing Letters about Company Shares Letters by Clubs and Societies Letters by Landlords & Tenants Letters for Appointment of Dealers Letters for Business Relations Letters for Buying and Selling Letters for Credit & Collection Letters for Foreign Travel Letters for Lease & Tenancy Letters for Loan & Borrowing Letters for Transfer & Assignment Letters for Insurance Letters Noting Discrepancy Letters of Condolence & Sorrow Letters of Regret Letters Regarding Maintenance Letters Regarding Payment Letters Related to Employees Letters to Local Corporation Letters to Postal Authorities Letters to The Editor Letters Used in Real Estate Letters With Postal Department Letters With Railways Authorities About This Site : About Us Contact Us Link Partners Privacy Policy