Effective Business Letter



Effective Business Letter :




Effective Business Letter :


Parallelism — Parallelism requires that two or more similar ideas be expressed in a similar way. That is, if one idea is expressed with an infinitive, the other should be the same type. If one is a participial phrase, the other should be the same type. If one is a relative clause, the other should be the same type. Parallelism is a great aid to effectiveness.


Original : The students began clapping their hands and to shout.


Improved : The students began clapping their hands and shouting.


Or


Improved : The students began to clap their hands and to shout.


Original : Pupils who have partly completed their course elsewhere and having satisfactory evidence of the fact will be put in the advanced classes.


Improved : Pupils who have partly completed their course elsewhere and who have satisfactory evidence of the fact will be put in the advanced classes.


Or


Improved : Pupils having partly completed their course elsewhere and having satisfactory evidence of the fact will be put in the advanced classes.


Repetition for Emphasis — Do not hesitate to repeat a word or phrase if the repetition is necessary to secure clearness or emphasis. In fact, one of the most effective means of securing emphasis is by the repetition of a word at the beginning of each of a series of phrases or clauses arranged in cumulative order.


Emphatic : Our next thought was that perhaps in that pile of discarded mail, the man behind the desk is missing something of value, something which would help him in his business, something which would, if he availed himself of it, enable him to turn out better goods at the same cost.


Emphatic : With my emergency automobiles, with my expert repair men, with my modern garage and supply rooms, I can give you quick service and what is more important — good work.


Repetitions to be avoided — Such repetitions as the following should be carefully avoided.


1. Avoid the unnecessary repetition of the same word or phrase within a short space.


Original : We should like to accommodate you, but we have but one rule in such cases.


Improved : We should like to accommodate you, but we have only one rule in such cases.


2. Avoid the repetition of a succession of similar sounds.


Poor : We hope the note we wrote you a few days ago has been received.


Improved : We trust that you have received the letter we wrote you a few days ago.


3. Avoid the repetition of but, and, as, for, since, etc., with noticeable frequency.


Original : I am sure that I made a pretty good grade on all my examinations and I have studied for sometime past and I am resting now.


Improved : I am sure that I made a pretty good grade on all my examinations and as I have studied for sometime past, I am resting now.


4. Avoid the careless repetition of that in a complex noun clause used as the object of a verb.


Original : He said that if we would agree to the concession that he would be able to carry the plan through.


Improved : He said that if we would agree to the concession, he would be able to carry the plan through.


5. Avoid the too frequent use of the same word or construction at the beginning of sentences or paragraphs.


Original : I hasten to express my pleasure in receiving your interesting letter. I thank you heartily for your kind recommendations which have no doubt materially increased our sales. I congratulate you upon the good circulation of your magazine and I hope your attractive number will overreach your expectations.


I shall give myself the pleasure of considering your proposition at an early date.


I thank you for the courtesies you have extended.


Improved : I hasten to express my pleasure in receiving your interesting letter and to thank you heartily for your kind recommendations which have no doubt materially increased our sales.


Allow me to congratulate you upon the good circulation of your magazine and to express the hope that your attractive number will overreach your expectations.


Your proposition will receive my earnest consideration just as soon as I can get a little time to give to it.


I thank you for the courtesies you have extended.

Effective Business Letter

Effective Business Letter :






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