Question

What are the requisites of a good business letter ?Explain any 36 in brief ?

Answer 1

The requisites of a good business letter are as follows:

• Clarity: The letter should be clear and concise and it should provide the exact information what the writer wants to covey to the reader.
• Impact: The letter should create and impact, behind every letter there is an objective and the letter should be able to express its objectives.
• Emphasis on important topic: The emphasis should be given on the important part of the letter which would make it easier for the reader to understand the thought behind what is written.
• Relevant Information: The experts suggest that only relevant information should be shared in a letter. A lengthy letter is most likely to bore the reader and the letter will lose its impact.
• Conciseness: It refers to the skill of conveying what one wants to convey in the fewest possible words, without sacrificing completeness. This eliminates unnecessary words and phrases, repetitive sentences and keeps the letter focussed on the exact topic.
• Simplicity: The words of letter should not be exaggerated and the letter should be kept simple. Simplicity is the hallmark of good communication and it creates an impact on the reader almost instantly. Simplicity allows the letter to be simple and understandable.
• Timeliness: Letters in order to be more effective should be written and dispatched on time. If an issue needs to be reported in Sunday the writing of letter cannot start of Monday and so on as it would worsen the issue.
• Language: The language of letter should be such which the receiver will understand. You cannot write an effective business letter in French to and Englishman who have no knowledge of French.
• Appeal: The letter should be appealing and should have taste, elegance, beauty and decency.
• Style: It refers to the method of writing; the style should be effective and should be able to create an effect over the receiver. Good writing style also refers to writing naturally, without undue efforts. Otherwise the writing becomes laboured and loses spontaneity.
• Positive Approach: The letter should have a positive approach and it should not be written negatively or criticising anyone. If writing for any issue the issues should be explained properly.
• Concise: The letter should be concise.
• Layout: The layout, fonts and formats should be proper and effective. The letter should not be written in either very large fonts or handwriting nor it should be too small.
• The heading/subject of the letter should be proper and must explain what must be inside the letter.
• Introductory Paragraph: If you have previously communicated on the same topic it should be mentioned here.
• Forcefulness: A forceful and convincing statement makes an appeal to the emotions of the reader which makes the communication effective.
• Promptness: If replying for a letter then promptness is the key to success. The business letter should be replied with as soon as possible.
• Correctness: The letter should be read and re read in order to eliminate the grammatical and spelling mistakes.
• Courtesy: It means politeness, the writer of the letter should be polite in tone and must show respect for the receiver.
• Completeness: The reader must be provided with all the relevant and necessary information which we expect him to know.