The business letters are exceptionally difficult to write due to the fact that the tone and language of the letter needs to be exceptionally clear and courteous. The business letters must also reflect the image of the business organization and must also sound apt. Thus the best way to write such letters is to maintain a proper business letter format. However, before we begin with the proper business letter format example, let us have a look at some of the essential characteristics of any business letter. A business letter can be classified according to its nature such as a reference letter or it can also be a debt settlement letter.
Characteristics of a Business Letters
The following are some of the important characteristics of a business letter. You would also notice the same characteristics in the example of proper business letter format.
- Any business letter, must be short. The significance of a short letter is that the person reading the letter must understand the significance of the letter in the minimum possible lines. This is usually done to save time and energy of the receiver of the letter.
- The tone of the letter is another very important aspect of the letter. The letter must sound polite, courteous and firm. The letter should also sound convincing the must have a polite tone.
- Factually the business letter must be accurate and the facts and thoughts should be presented in a very systematic manner.
Here are the main 7 Characteristics of Effective Business Letters
- Completeness: This deals with answering all inquiries or questions, and checking for the 5 W’s (who, what, when, where, why).
- Conciseness: Eliminate wordy expressions and irrelevant statements and avoid unnecessary repetition.
- Consideration: This demands that the writer focuses on the “you” and not on the “I” or “we”. Emphasize reader benefits, and the positive pleasant facts. Instead of writing “I will have the products delivered to you…,” you may rephrase it as “You should receive your orders by…”.
- Concreteness: Using specific facts and figures, putting action in your verbs, and using clear, vivid, image – building words are necessary for concreteness. Instead of writing “ Our product has won several prestigious awards,” you may write “Our product has won the prestigious XYZ award for the past five years.”
- Clarity: Using short, conversational, and familiar words helps with this principle.
- Courtesy: Try to be sensitive to the reader’s needs. Be tactful in wording your letter. And most important, answer all letters that require response from you!
- Correctness: At the end of each letter ask yourself again, for the ninth time, is this letter appropriate to the level of understanding of the person /s who are going to read it. Is your language appropriate? In the end, business letter writing is not just about using business letter templates,” explains Ducepec. “Business letter writing is about you, the company you represent and work for, and your readers. It is about creating an attitude of professionalism and respect.”
