|
|
You must have a definite reason for writing the document, and then focus clearly on this aim. If you do not know why you are writing it, then you probably should not be doing so. The following questions should always be considered when writing a document if you want to be understood by the reader:
Also, keep to the K.I.S.S. principle (see below) Always prepare a first draft and then check this to see if it actually says what you are asking the reader to do. If the document is particularly important, ask a colleague to read it through, or leave it overnight so that you can look at it afresh the next day. IOther ideas to make your letter clear include: • Start well - state the aim of the document right at the beginning • Layout - make effective use of titles; white space; bullet points; etc. • Style - keep sentences short and avoid jargon; if the document is unavoidably long, add an executive summary (cover letter) • Date check that the addresses, telephones, other data are up-to-date. Clarity depends also on your word choice. See Cliches for advice.
|
The best advice is: stay and sound positive no matter what happens. Keep friends when everything is right. This does not mean being informal. Just be positive. - is written to request information, to place an order, to register a complaint, or to respond to a business letter. - is written in formal language. - includes a heading, inside address, salutation, body, closing, and signature. b). a friendly letter - is written to communicate with friends or family - is written in informal language. - includes a heading, salutation, body, closing, and signature. f you are writing on behalf of others, check with them to ensure that you are truly representing their views. Use Greetings according to the guidelines given in this course, use titles in the right manner, convey positive attitudes in every possible way. Cliches will help you a lot in this. When is it the best time to answer a letter? When you receive a letter that requires an answer, the best time is to start drafting your reply immediately. Whether you send it the same day or next day, you should mentally form the kind of a letter you will write, and make notes. It is polite to send an answer within 4 days.When you postpone it for long, you might never come back to the idea of writing it. As a result - bad image of yourself and your company. |
|
Correctness Work on correctness and accuracy of your letter: Is the information in your message valid, reliable, complete? Are your word choice, grammar, spelling, and punctuation appropriate? Many people produce letters that are understood. Effective business letters are never misunderstood.
|
Completeness Structure is one of the central methods to achieving efficiency of your letter. Structure is used to make the information more accessible to the reader. This means breaking down the aim of the document into sections, sub-sections and paragraphs so that the information is presented in smaller, more digestible' pieces . Please remember that every letter should answer 3 questions (3W's of letters ): Why? - why you are writing it What? - what data and details help to achieve this purpose What's next? - what do you expect your addressee to do on reading your letter Paragraphs. As a general rule each paragraph should convey only one idea. Iff it serves no purpose, you should remove it. Where possible each paragraph should include: • a statement of the idea • a development of the idea • an explanation of the idea and its context • an illustration or evidence to support it |
|
Conciseness Correspondence is the main form of communication within and between organizations. The written word may be in the form of letters, faxes, e-mail, minutes, memoranda or reports. Because people in offices write so much, it can be a time-consuming chore. No wonder many prefer emails, telephone calls and memoranda. However, writing a well-structured and easily comprehensible business letter (remember it is a document) is a satisfying and efficient use of your time. Your letter is more likely to be read on arrival when it is 1-2 pages long. If you need to write more, send a letter with attachments. Your letter will be then a particular type called 'Cover Letter". Conciseness is not just brevity. It is the statement of complete information in as few words as necessary. |
I know this principle has been done to death - but there's no better way of remembering one of the most basic rules of communication - Keep It Simple, Stupid. • Avoid the temptation to show off by using big words, when little ones express the same concepts and take less time to read. • Sentences should be short (a maximum of 25 words - around 18 is better) and every sentence should have something worthwhile to say. If it's just there to pad out the page, delete it. Don't use qualifiers unless absolutely necessary (absolutely used here is an example of a qualifier - it doesn't add anything new to the sentence - delete it). |
5 C's of your letter: it should be
clear
courteous
correct
complete
concise
Clichés help the clarity , courtesy and other qualities of your letter. here is a link to Clichés
