Business letters are an
important part of any business or profession. They are written to different
persons with different motives. Letter writing is basically an art. The writer
can cultivate a good style of writing various business letters by a constant
and regular practice. Below are mentioned some of the important features which
should be closely followed by a letter writer:
a.
Clarity: A letter must have clarity. The purpose of
communication should be made clear. Whether it is to inform, invite, reiterate,
emphasize, remind, announce, seek participation or clarity and correct the
earlier message, the purpose should clearly be stated. Lack of clarity affects
the intended purpose of the letter. A letter writer should be conscious and
exercise due care.
b.
Impact: The letter should create the necessary
impact. Behind every letter there is an objective and the letter should have a
clear purpose. The purpose of writing a letter is not just to reach out to the
customer. Every letter has an intended impact which must be felt.
2.
To
create the desired impact, it is often necessary to lay emphasis. Emphasis can
be laid in many ways. It can be done by proper positioning—placing them in an
important position. It can be done by repetition.
3.
Relevant Information: The letter should provide the relevant
details forming part of the message. Facts, figures, illustrations and other
such information, which are accurate and reliable, as well as relevant to the
context of the communication, should be incorporated in the letter.
4.
Brevity: Any good communication—oral or
written—should necessarily incorporate this essential feature. Brevity is a
very important attribute for any business letter. For everyone connected with
business, time is of essence.
5.
The
time that one can allot for reading business letters is certainly limited. The
receiver does not have unlimited time to spare towards reading and re-reading
the letter and drawing out the message in its entirety.
6.
Simplicity: Simplicity is the hallmark of any good
communication. Simplicity refers to the ease of understanding. Simple writing
is the opposite of complex and involved writing. The art of simple writing is
mastered through conscious effort and practice. A letter written in a simple,
easy, informal style using easily understood words catches the attention, and
makes an impact.
7.
Timeliness: Business letters, to be effective, should
have proper timing. Letters should be written and dispatched on time. Some
messages have a sense of urgency. They call for action, which is ‘immediate’ or
‘urgent’, or within a given time frame. Letters which carry such messages
should reflect the associated urgency.
8.
Language: Language is an extremely important facet of
business communication. First and foremost, it is necessary to ensure that the
language used is appropriate, i.e., the language with which the reader is at
ease. Apart from English and Hindi, various regional languages are in common
use in businesses in different parts of the country. Public sector
organizations such as banks follow the three-language formula.
9.
Appeal: A good letter should appeal to the reader’s
sensibilities. It should go beyond the message it conveys and make a good
impression. It should have elegance, which means taste, beauty and decency.
10.
Style: Style refers to the manner of writing. It
constitutes the collective characteristics of the writing or impression or way
of presenting things. Each person has an individual style. The writing style,
to create an impact, again needs conscious effort, on an ongoing basis.
11.
Positive Approach: A good business letter, in the ultimate
analysis, is that which has a positive approach. It creates a friendly atmosphere.
It avoids negative feelings. One must be in a proper frame of mind to write a
really good letter.
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