ENG4 – Business, Technical and Report Writing

QUALITIES OF EFFECTIVE LETTERS

The test of an effective letter is the impression it makes on the reader. The letter is effective when (1) it moves the reader to act, to know, or to feel exactly as the writer intend, and (2) it leaves the reader with good feelings towards the writer and the organization represented. Such results depend largely on the content of the letter and on the writer’s ability to express ideas in ways that are acceptable to the reader.

1. CONCISENESS is the expression of an idea in the fewest possible words without sacrificing completeness of meaning.

Concise messages make each word count. Only the necessary information is included. Unimportant words, phrases, clauses and ideas are omitted. Concise letters go straight to the point, using precise words, short sentences and brief paragraphs. They have more impact because they save time and hold the reader’s attention.

Examples: I wish each and every person who receives this notice and has a suggestion to make, to state what he has to say on the enclosed card, sign it, and drop it in the mail at once so that I may know his opinion as soon as possible. (48 words)

Improved: Please write your suggestions on the enclosed card and mail it at once. (13 words)

2. CORRECTNESS your letters should be correct in its physical make up. Your letters should be free of all errors in spelling, punctuation, capitalization, grammar, sentence and paragraph structure. Above all, the dates, names and facts in the letters should all be accurate.

3. COHERENCE means order and connection. Sentences and paragraph should “hang together”; that is the ideas are clearly related and the thought flows naturally and freely from the beginning of the message to the end. A message is coherent if the sentences are arranged in an orderly manner; that is, if the reader can follow the thought of the letter as it is developed from sentence to sentence.

4. COMPLETENESS – Nothing is more frustrating than to receive only a partial reply to an inqury or be unable to make a decision because an important information has been omitted. Incomplete information can cause delays, loss of goodwill, or loss of business. Incomplete messages also send a negative message that the writer is careless. Completeness sends a message that the writer is competent, efficient person.

5. CLARITY – clear writing is one that your reader will understand in one reading. There should be no doubt in his mind as to what you mean. When you use big, technical, and unfamiliar words the reader will have difficulty understanding your message. Therefore, write to express not to impress. Avoid ambiguity, vagueness or doubt.

Three suggestions for writing clearly: present one idea in each sentence arrange sentences in a manner easy to follow, be coherent use simple, familiar words

6. COURTESY is a mental attitude. It implies respect and helpfulness. Courtesy in letter writing consists in using words and phrases that indicate a willingness to serve. It likewise means avoidance of negative statements and

those that may offend, humiliate or belittle the reader. A courteous letter always gains goodwill. Be considerate of the reader’s interests and feelings always.

Use the following pleasant words as often as possible:thank you please promptlyappreciate glad benefitpleasure considerate generousservice happy delighted

7. CONSIDERATION goes beyond courtesy. Whereas courtesy involves using words like please and thank you, consideration means having empathy – being sensitive to the reader’s attitudes and feelings. It means putting yourself in the place of the reader.

A considerate letter emphasizes the “you” approach – it writes from the viewpoint of the reader. A considerate letter is helpful – it anticipates questions or concerns the reader may have and responds to them before a problem develops.

Suggestions on how to have the “you” attitude: before writing,

consider the person to whom you are writing: age, sex, occupation, environment, and habits. consider why he should be interested in your letter or product consider what you should say that will arouse his interest carefully plan how you should say it

A considerate letter is also tactful. Tact is a keen sense of what to do or say in order to build goodwill and to avoid being offensive.

8. TIMELINESS How would you feel when you receive a reply to an inquiry, to a complaint, or to a request within a few days? Would you feel important? Will you feel good about the person or organization that is responding? Prompt and timely messages convey positive feelings.On the other hand, even the most courteous, considerate and tactful message may be ineffective if the receive had to wait too long for it and it arrives after he no longer has a need for it. Recognize the importance of timeliness. Deal with situations as they arise and answer incoming letters promptly. A letter should be written when it is needs. A message that is received after the deadline or after the information is no longer necessary, is a waste of time and money.