Rules of Letter Writing
When you write a letter and want your letter looks innovative impression, This article will guide and help you about 10 innovative rules of letter writing. Here are the following rules of good business letter:
1. Study your reader’s interest.
The letters you send out must create a good first impression, To achieve this, “put yourself in your reader shoes” and try to imagine how he will feel about what you write. Ask your self constantly. ” what are his needs, his wishes, his interest and his problems, and how can I meet them?”. ; what would be my own feelings if I were to receive a letter of the kind I propose to write?” Try to imagine that you are receiving rather than sending a letter and emphasize the you attitude rather than the I or we.
2. Adopt the right tone.
If a letter is to achieve its purpose, it’s tone must be right. before write think carefully about the way in which you want to influence your reader. Ask your self, ” What do I want this letter to do?” and then express your self accordingly, being persuasive, apologetic, obliging, firm and so on. depending on the effect you want to produce.
3. Write naturally and sincerely.
When you sit down to write a letter, try to feel a genuine interest in the person you are writing to and in his problems. say what you have to say with sincerity and make sure that it sound sincere. Express your thoughts in your own words and in your way. Be your self. Write so that what you say would sound natural if read over the telephone.
- I have pleasure in informing you.
- We do not anticipate any increase in prices.
- please favor us with an early expression of your views.
- Please be good enough to advise us.
- I am pleased to tell you ( or,to say).
- We do not express prices to rice.
- Please let us have your own opinion soon.
- please tell ( or inform) us.
4. Write clearly and to the point.
First be quite clear about what you want to say and then say it naturally without frills, in language your reader will understand – just as if you were in conversation with him. For the most part, keep your sentences short and avoid the over frequent use of such conjunctions as and, but, however, consequently. the effect of which is to make sentence too long.
5. Be courteous and considerate.
Courtesy is consists, not in using polite phrases (your kind enquiry, your esteemed order, your valued custom, and so on.) , But in showing consideration for your correspondent. It is the quality that enables us to refuse to perform a favor and at the credit without killing all hope of future business
Deal promptly with all letters needing reply, Answer them on the day you receive them if you can. it is discourteous to keep your correspondent waiting for an answer. if you can not deal promptly with a letter seeking information, write, and explain why and say when you will write again. This creates an impression of efficiency and helps to build good will.
try to understand and respect your corespondent’s point of view and resist temptation to reply as if you could not be in wrong if he suggestion is so stupid and his criticism unfair, reply with restraint and say what you feel tactfully and without giving offense. if he needs you a rude or sharp letter, resist the temptation to reply in similar terms. Instead, answer him courteously; your lower dignity if you allow him to set the tone of your reply.
6. Avoid wordiness.
Make it to use no more words than are needed to make your meaning clear. today businessmen have may letters to read and welcome the sort of letter that is direct and to the point.
- Please see that an enquiry is conducted to determine the reason.
- We express our regret at being unable to fulfill your order on this occasion with our customary promptness.
- Please find out the reasons.
- We are sorry we can not meet your present order immediately.
7. Avoid Commercial Jargon.
Avoid using stale and roundabout phrases that add little or nothing to the sense of you write. such phrases were at one time common, but they have no place in the modern business letters.
A good business letter will be free from the kind of jargon illustrated and will use no more words than are necessary to convey a clear and accurate message.
8. Plan your letter
Many Business letters are short and routine and can be written or dictated without special preparation. Others must first be thought about and planed. First jot down all the points you wish to cover and then arrange them in logical order to provide the plan for letter that will read naturally and fluently. suppose for example you are writing to a builder complaining that he has not kept his promise to complete his house by the agreed date, the following would be logical arrangement of the point you would cover.
- An opening paragraph referring to the promise made.
- A statement that the promise has not been kept.
- That the delay is causing you inconvenience.
- A closing paragraph requesting completion without further delay.
If your letter is in reply to one received, underline those parts which comment is necessary, this will ensure that your reply is complete.
9. Pay attention to the first and last impression.
1. The opening paragraph
If your letter is one sent in reply to another,refer in the opening paragraph to the letter you are answering, but avoid the sort of old-fashioned phrases. Although thank you for your letter, In reply your letter, with reference to your letter are grammatically correct, they tend to monotonous, worn threadbare from over – use., only a little thought is needed to replace these formal expression by others more interesting, for example:
- I was glad to receive your letter of ………….
- I am sorry we can not supply the books you ordered on………..( followed by reason)
- When I received your letter of……… I at once gave instructions for………..
- In your letter of……….you enquire about……..
2. The closing paragraph
If a letter has been well planed and follows logical sequence, a brief observation will usually be enough to provide the kind of ending needed. For example;
- We shall deal promptly with any order you place with us.
- We are sorry there should have been any misunderstanding.
- We are glad to have been of service.
- Thank you for sending your check promptly.
- I hope to receive your reply shortly.
10. Check your letter.
Be careful to create a good first impression with each of your letter. before signing it. check it for the accuracy of its contents and test its general suitability against such questions as these.
- Is its appearance attractive; Is it well laid out?
- Is it correctly spell and properly punctuated?
- Does it cover all essential points and is the information given correct?
- What I have said clear, concise, and courteous?
- Does it sound natural and sincere?
- Does it adopt the reader’s point of view and will be readily understood?
- Is its general tone right and is it likely to create the impression intended/
- Is it the kind of letter I should like to receive if I were in the reader’s place.
If the answer to all these questions is “YES” then the letter will take the first step in creating good will and you may safely sign and send it.