In order to write a good business letter, following principles should be carefully observed. It is written for the help of people who want the guidance to write a
best business letter professionally.
1) KNOW WHAT TO SAY:
The writer of the letter should clearly know in his mind that he wishes to convey to the reader.
Before writing or dictating, he should collect the facts; arrange them in the proper order and then start with the letter.
2) BE CLEAR:
Having arrange the facts and accessed yourself about what you want to say-say it clearly and without any hesitation. Each and every sentence should be clear in its expression so that there is no chance of ambiguous.
3) BE BRIEF:
Each letter should be as brief as possible. The receiver does not have much time as he /she has to go through a number of letters everyday.
May be that in many cases he/she does not have even a single minute for each letter. At the same time briefness should not be at the cost of losing facts.
4) BE ACCURATE:
To write the
effective business letter the statements written in the letter should be accurate to the best of your knowledge. do not give any statement about which you are not sure or which you can not prove by facts if a need arises.
To be accurate,is within your handstand an accurate statements always appreciated by the reader.
5) BE COURTEOUS AND CONSIDERATE:
This is very important. Never lose your temperament because apart from its annoying your receiver, this will always be a written statement with him.
Necessity for keeping patience specially arises:-
a)Where you receive a letter from your customer about shortage or damage for which you are not at all responsible;
b)Where your customer does not settle your accounts despite your repeated reminders;
c)Where your suppliers do not settle your claim despite you giving them all the facts they wanted, etc.
As far as possible, all letters should be replied on the day of their receipt or at the most, next day. It is discourteous to keep a letter for reply for some days.
6) USE SIMPLE LANGUAGE:
Always use simple and easy language. Thus, instead of saying,'we acknowledge with thanks the receipt of your letter' better say "We thank you for your letter".
A simple language is catchy, appealing, and easily understandable. Difficult words should be strictly avoided as you can not expect from your reader to refer to a dictionary every now and then.
7) SPELLING, PUNCTUATION AND PARAGRAPHING:
It may look ridiculous to refer to these matters as they appear very simple, yet a mention has to be made about them as the experience shows that quite a number of letters received are almost illegible owing to these defects. It is more important for a students to be particular about spellings, punctuation and paragraphing as his/her examiner will give due consideration to these facts while allotting him the marks.
For each subject, a separate paragraph should be used.
NOTE:
If you want that your letter should be more effective; just put yourself in the position of receiver and assess how will you feel about the letter in case the same is received by you.
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