3 Ways to Write a Great Rather than Just a Good Business Letter

In an earlier post, How to Write a Good Business Letter, I emphasized the importance of writing in a conversational style. Here in addition to emphasizing that the business letter be as specific as possible -- typed and both free of spelling errors and incorrect grammar, I will expand on the three essential points.

     

1.      A good business letter should be kept to one page. You can take it for granted that the person you writing haven’t the time nor the interest in wading through a long letter. Therefore, pare your letter down to the essentials by eliminating every sentence that will not help the letter’s recipient to help you.
2.      The average length of a sentence should be 15 to 20 words and a paragraph about six to ten lines. Definitely do not let your paragraph be more than 10 lines. Frequent paragraphing breaks up the solid looks of the letter and gives the reader courage to go on. Moreover, keep you words short. Don’t try to impress the reader with long or unusual words or phrases. You may not be using them correctly in the first place. In the second place, the reader will tend to be put off by them.    
3.      The letter should be simple, warm and as brief as possible. Clearly state the subject in the first paragraph in a matter-of-fact way and then find a way of emphasizing the positive. Tell why you are writing, give the important facts, and describe what you want the recipient to do. Telling the recipient why you are writing immediately lets him know what’s on your mind. It gives him a framework in which to read your letter and a signpost telling him where he’s to focus his attention.

Giving the important facts to support your first sentence will show that you are businesslike and thoughtful. Limit the facts to the one, two, or three that are most important. I suggest put each of your reasons or arguments in a separate paragraph, preceded by a number.

Finally, describing what you want the reader to do gives him something to act upon. You will confuse the reader if you don’t tell him specifically what actions you want him to take.

To repeat these guidelines, ask yourself these questions:

Why am I writing?

What facts support the reasons why I am writing?

What do I want the reader to do?

Write all your letters in everyday conversational language much as you would speak. Make your letters interesting and a reflection of your personality. This shows you off as a clear thinker instead of a blowhard.

Apply the conversational test to your all your business letters.  Ask yourself, “ If I was speaking to this person instead of writing to him what would I say and how would I say it.” 

Check each completed letter to see if its wording really does match what you would say in person. Follow these guidelines, and you will increase the power and effectiveness of your letters.

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More Don't Confuse Your Audience. Get Your Message Across

After my first listing of confusing words, here are more words that are commonly confused both in speaking and writing. I hope you find this list useful.

access  n. - ability to obtain or make use of
The student council president fought, unsuccessfully, to get Internet access in the cafeteria.
excess n.-- overload, overindulgence; extra
Jean partied to excess and had to miss the family reunion the next day.
 
affect v.- to produce an emotional response; to influence 
Manny was worried the movie would affect him. So he didn't go.
effect v.  to cause; to produce
Although many worried that the World Trade Center tragedy would drive people out of New York City, the terrorist attack did not effect this migration.
 
apathetic adj.- having little feeling emotion, or interest
Kara's joke made her mother fear that Kara was truly apathetic about poverty and hunger.
empathetic adj. -sympathetic; compassionate; understanding the feelings of others
Kenny showed just how empathetic he was when he donated all of his graduation money to the homeless center.
 
censor v. to examine in order to suppress or delete anything considered objectionable
The agency acted to censor the documents by crossing out several paragraphs.
censure v.  to find fault to criticize; to find blameworthy 
While Congress decided whether or not to censure the president, the reporters waited eagerly outside.
 
disassemble v. - to take apart
From a young age, Charles liked to disassemble his toys and then put them back together.
dissemble v - to pretend, disguise one's moods 
With his parents and the principal staring at him, Billy could only dissemble for so long.
 
discomfit  v. - to put into a state of embarrassment and humiliation
Darren liked to discomfit everyone with his dirty jokes, but one day a teacher overheard and sent him to detention.
discomfort  v. - to make uneasy; embarrass 
Sometimes the best books discomfort the reader, showing that person something about the world that he or she had new considered before.
 
duplicity n. - deception, dishonesty
The two girls claimed to be best friends, but their relationship was always being tested by duplicity.
duplication a - the act of making an exact copy of something
Henry used his artistic talents for duplication, and everyone was always impressed with his reproductions of famous paintings.


Again, refer to a good desktop college edition dictionary for the pronunciation of these words.


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