Qualities of Effective Business Letter. pptx helps to understand more about email

Business Letter

1. Qualities of Effective Business Letters

2. 5. CONVERSATIONAL 1. CLEAR 3. COURTEOUS 4. SINCERE 2 . BRIEF Effective business letters should be: Qualities of Effective Business Letters

3. CLEAR You should express yourself accurately in plain language that is readily understood by the recipient. At all times, avoid commercial jargon with its confusing forms of expressions. Instead, u se familiar words and simple English. You should also be straightforward.

4. BRIEF To be brief in a business letter means to avoid wordiness. Therefore, k eep your sentences short, use simple expressions and non-technical language. Convey information that is important in a concise manner.

5. COURTEOUS To be courteous in a business letter, it is not enough to just say “Please” and “Thank you”. Being courteous means showing consideration for your correspondent and being emphatic- that means showing respect for your reader’s feelings.

6. How to be courteous: Understand and respect the recipient’s point of view. If you feel some comments are unfair, be tactful and try not to cause offence. Resist the temptation to reply as if your correspondent is wrong. Respond promptly to all business letters. If you cannot answer immediately, write a brief note and explain why.

7. Why be courteous? Writing in a courteous style enables a request to be refused without killing all hope of future business. It allows a refusal to be made without ruining a friendship

8. Conversational and Sincere When we write a letter, we are actually entering into a personal relationship with out reader. A business letter is not really very different. Although it has its own format and mechanics, you should write in an easy and natural way i.e. in a conversational manner. To do this, you should avoid impersonal constructions that produce a cold and aloof tone. Instead, go for constructions that close physical distance between you and your client.

9. Example: Instead of: I have pleasuring in informing you… Say: I am pleased to tell you… It is regretted that the goods cannot be delivered today. I am sorry we are unable to deliver the goods today. I should be grateful if you would be good enough to advise us. Please let me know. Please favour us with a prompt reply. I hope to receive a prompt reply. The use of ‘You’, ‘I’ and ‘We’ help to create a warm and friendly tone.

10. I f you can master and practise these five essential qualities in your business letters, you are well on your way to achieving good business correspondence. This in turn will win your organisation the respect of its clients.