Principles of Effective Letter Writing

Principles of Effective Letter Writing: No matter what sort of employment you have, being how to write an effective business letter is essential. Although the Internet and email have made business conversations much more informal, there are still situations when a formal letter is essential. Understanding the fundamentals of business letter writing can help you write a letter that is both clear and succinct.

Principles of Effective Letter Writing

• Neat and tidy

Business letters should be well-written and devoid of errors. To promote continuity in workplace communication, several firms need a defined format and typeface. Find out whether a business letter template is accessible at your organisation if this is the case. The use of a template will make following the corporate format much easier.

If your organisation doesn’t have a template, stick to the standard business letter structure. At the upper left of the page, type the recipient’s address. Type the date after skipping a line. Unless you are highly familiar with the recipient, begin the letter with Dear Mr., Ms., or Mrs. Between each paragraph, leave a blank line and end the letter with “Sincerely,” followed by your name and title.

• Make your case

Use the first paragraph to briefly describe the letter’s objective. “A recent assessment of construction purchase orders showed significant cost overruns,” or “We would like to give you a 15% discount on your next printing work,” may be your opening statement. Avoid jargon or excessively technical terminology when stating the aim. If the recipient’s mail is reviewed by a secretary or assistant, you’ll want to make sure she understands the importance of your message, even if she doesn’t have a technical background.

• Particulars

Add extra information to the first paragraph. You may add that there were cost overruns during the construction of the building’s elevator shafts, or that the 15% discount only applies to printing projects that cost more than $100. Short, short letters are more likely to get read, but make sure you include enough information so the receiver knows why you’re writing. Remember that the tone of your message might influence how the reader interprets it. The Purdue Online Writing Lab recommends emphasising on what your firm can accomplish rather than what it can’t do, and using positive language as often as possible.

Finish your message with a plea for the recipient to take action in some way. “Please give me with the most latest cost forecasts by Tuesday,” for example, or “Call me to take advantage of your discount,” for example. Provide the receiver with many ways to contact you, such as a phone number and an email address. Make sure the letter is free of spelling and grammatical issues before signing it and mailing it.