Business Letter-Principles,Nature,Functions,Essential Qualities,Elements of Structure,Forms of Layout,Style of Presentation

Business Letter

 

It is a letter written in  formal language,used when writing from one e-business organization to another,or for correspondence between such organizations and their customers,clients and other external parties.

They are used for different purposes like placing orders,making inquiries,making credit request,requesting claims and adjustment,to apologize for wrong or simply to convey goodwill etc. Style of letter depends on the relationship between the parties concerned.

Principles of Letter Writing/Business Letter

The art of business writing is the need of twenty first century.Every business message should be clear and understandable.Message to person outside the company can have a far reaching effect on its reputation and ultimate success.A right letter creates desire for a product or service,helps in profitable sale,encourages collections,motivates performance and in general creates goodwill.Correct use of grammer and fluent expression clarify the business writing.A good business must have the following:

1.Clarity

2. Correctness

3. Conciseness

4. Courtesy

5. Consideration

6. Completeness

7. Concreteness

8. Coherence

9. Creation of good impression

1. Clarity

Clarity demands that the business message should be correct, concise, complete, concrete and with consideration. A correct message written in simple and ordinary language is always natural and appreciable.Clarity of thought and expression creates interest and attracts the reader’s attention.

2. Correctness

While writing a business letter, the principle of correctness should be followed. The writer must ensure correctness in his tone, format and information that he provides in the letter. The facts mentioned must be true and correct. Grammatical structures and spellings should be correct.Sometimes an incorrect letter irritates the reader and they react negatively.Incorrect written letter causes not only internal and external problems but also some sort of legal difficulties for the business organization.

3. Conciseness

Use only necessary details and short sentences. Be direct and avoid long redundant expressions.Try to keep it short and simple.The ideal length of a business report or a business letter depends upon the name and nature of message.But conciseness should not be achieved at the cost of accuracy and clarity.

4. Courtesy

Be courteous and polite. Avoid making negative statements and an accusatory tone accusing the recipient. e.g. Instead of writing, “You did not send the cheque”, use “The cheque wasn’t enclosed.” Even if you are writing a complaint letter, your tone must be polite and courteous at all times.It also promotes respect,builds confidence and increases mutual trust.No  amount of money can promote goodwill as courtesy can.

5. Consideration

Its important  to visualize your reader’s circumstances, problems, emotions, their desires etc. and indicate that you understand these by using your words with care. If you are writing a sales letter, show the recipient how the product would be beneficial for them. When you write with consideration, you generate goodwill.The more consideration the writer gives to the reader,the greater is the chance of positive response.

6. Completeness

In order to achieve conciseness do not loose completeness.In  incomplete message,its objective and purpose cannot get the attention of the reader because it does not give necessary information.Therefore the writer should not leave any vital information unattended.

7. Concreteness

The business writing should be specific, definite, unambiguous and vivid rather than vague & general.A good business letter always provides concrete information (specific information).

Eg. Instead of saying,”I expect the consignment/order to reach me at the earliest”, use “I expect the order to be delivered to me by the 21st of March 2016.”

8. Coherence

A good business letter must be coherent.This means that every sentence must be related to previous one.Similarly the paragraph of the letter should be related to each other.Coherence always helps the reader to understand your point of view.If a letter is not coherent,its sentences will be jumbled and jumpy.So writer should join the sentence with suitable conjunctions.

9.Creation of good impression

The first thing that make an impression is “the appearance”.This is the case with the business letter also.It is its external appearance which impresses the reader.The writer of a business letter must always use a high quality white paper.He must never use a paper of low quality like newsprint.This will not give it a good appearance.The body of the letter must be written carefully with proper margins on left and right side.The letter should be written neatly so it will make  a good impression on reader.

Business Letter-Principles,Nature,Functions,Essential Qualities,Elements of Structure,Forms of Layout,Style of Presentation

Leave a Reply

Your email address will not be published.

Scroll to top
You cannot copy content of this page. The content on this website is NOT for redistribution