Pointers in Writing Letters

8/3/2019 Pointers in Writing Letters

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Pointers in writing letters

- Business letter may be defined as a written message used to transact business

which cannot be conviniently conducted orally. It is formal and direct, with no

literary pretensions. It has a two fold purpose: to serve as record and to attempt

to secure action from the reader. A business letter is effective if it succeeds inbuilding up goodwill and in securing a favorable response. Accuracy, clarity,

conciseness, neatness, promptness in answering communication, and good-

quality stationery allserve to impress the reader.

Composing a good business letter involves some pre-writing

1. Identify the kind of letter that you have to write

- Find out whether you reply letter is for an invitation, complaint, inquiry, etc.

2. Consult the pro-forma letter style on procedure

-Consult a ready format and procedure if you have them to make your typing easy

3. Read the letter and make marginal notes in pencil

- Make a marginal notes on letter to be answered. Jot down information such as

meeting dates, appointments, etc in advance to ensure a speedy reply

4. Underscore important facts

- Used a colored marker to highlight the significant facts in a letter which a

pertinent to the reply. Identify when the response is later being written

5. Outline the content of the reply letter

- Put all the facts together, have a clear-cut idea of what you want to say. Jot down

the major topics that will be treated in the reply letter. Examine the examples of previous correspondence for guidance in drafting the reply

6. Compose the reply letter

- Plan and prepare careefully before writing the actual composition so that one can

reply easily

7. Use tactful, easy to understand language

- Use short words, clear-cut and direct language that are easier to read and

understand than lengthy words, write as you speak, using natural, everyday

expressions

8. Organize your language carefully and concisely

-Present the gist of the message on the first reading. A busy manager cannot

waste his precious time. Vary the length and the internal structure of the

sequences to make the messages interesting. Remember the coherence and

continuity are required of modern communication

9. Construct sentence correctly



- Proofread the material to attain technical correctness. Make sure that none of the

following is present: misplaced commas, mispelles words, incorrect word

division, incorrect written numbers, subject-verb agreement, garmmatical error

10. Give accurate, precise information

- Do not omit one important detail because it can spell the difference between

order and confusion in the reader¶s mind.

11. Write clearly to avoid any hint of double meaning

- Scan all messages for unintended hidden meanings to avoid comprehension

problem. Keep the reader¶s reaction always in mind.

12. Respond to quetion raised

- Do not neglect to answer a question that has been raised in previous

correspondence. Double-check to see that no such ommisions have been made

by rereading relevant previous correspondence and the comparing it with your

response

13. Introduce an unfavorable comment with a favorable one- Present all the positive aspects of a situation first and then lead into any negativ

or unfavorable comment. Find points of agreement with the reader and mention

them before talking about an unfavorable fact.

Characteristics of Business Letter

1. Correctness ± a business letter should be correct as to the facts given. A

mispelled name, a wrong date, an inaccurate item of information anywhere in a

letter weakens its effect upon a reader and causes him to lose confidence in thewriter. Correctness applies also to grammar, sentence construction, punctuation,

and paragraph structure. Many letters are misunderstood or ignored because

they are so incorrect that their meaning is not clear.

2. Clearness ± the business letter is clear if it is easily understood. To secure

clarity, it is imperative for the writerto use simple, exact language, to use words in

their usual senses and to use only words which are generally found in the

vocabulary of the reader. Adapting the messaege and language to the ideas and

point of view of the reader is essential in securing clarity.

3. Conciseness ± is the art of saying a thing in as few words possible. It can be

secured by using direct statements and exact words, excluding as many

qualifying and descriptive words as can possibly be spared. However,

conciseness should not degenerate into curtness, nor an unpleasant abruptness

where the writer jumps from one idea to another without adequately preparing

the reader, or where he omits the little amenitios of polite business conversation.

Neither should the reader be expected to read between the lines of the lette;



everything needed to understand the message and secure intelligent action

should be included.

4. Order ± since the business letter is often an important written record, it is

essential that it should have logical organization. The order in which the parts of

the message are taken up is largely determined by the effect desired and by the

type of letter being written.

5. Unity ± no letter should deal with two unrelated subjects. The writer who has two

unconnected subjects to take up with a firm should write two different letters.

6. Courtesy - is the attitude taken by the writer, expressing friendliness and good-

breeding; it strive to be polite in manner and phraseology. Tact, of of the

elements of the courtesy, is not quite the same since it implies delicacy,

diplomacy and avoidance of the issue which may not reflect genuine courtesy. It

is often secured by avoiding words and ideas that affend the reader; it is possible

to tell the reader unpleasant things without hurting his feelings.

7.Ch

aracter, Personality, Style ± these 3 qualities are so interrelated that it is notpractical to discuss them separately. It is easier to point out their absence from a

letter than to determine how they may be secured; however, originality,

naturalness, vigor, spontaneity and simplicity are indispensable factors in letters

which have character, personality and style.

8. Tone ± in the matter of tone, the Golden Rule is highly relevant. The writer would

not welcome a letter written in a condescending, pompous, sarcastic, didactic,

flippant, suspicious, or humble tone. He should assume that his correspondent is

intelligent, human, honest, and fair-minded.

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Pointers in Writing Letters