How To Format The Closing Of A Block Style Letter Features Of An Effective Business Letter

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Features Of An Effective Business Letter

Writing an effective business letter is an art. It is an acquired skill and depends on constant practice. Regular practice gives the style a flow and brings a natural sense of expression. The characteristics of an effective business letter are:

Scientific expression

Scientific expression means something said directly and briefly. Good composition is essential for business correspondence. For this, a letter should be written clearly. Clarity in letter writing is especially important because many people have many letters to deal with and cannot waste time trying to decipher the meaning of the composition. A letter written clearly in simple language conveys the meaning immediately to the reader.

It is said that brevity is the soul of wit. Therefore, whatever you want to communicate, do it in short and forceful language. A letter written in a short and concise form contains only essential information. It should not be overloaded with irrelevant and superfluous details. You must use as few words as possible but the composition should not be abrupt and vague. In the busy world of trade and commerce, people do not have much time in the midst of hectic activities. Thus, a wordy and circumlocutionary letter irritates the reader instead of pleasing him.

Accuracy is important in a business letter; everything you communicate in a letter should be accurate. The facts mentioned by you must be true and genuine. The writer must use an appropriate style and correct format. Grammar and style rules must be followed. Correct sentence construction and punctuation are essential in a business letter.

There should be proper paragraph breaks in a letter. Each point should be expressed in a separate paragraph. For a new paragraph, both styles, “target” or “block”, are considered correct at the current time. Some people start paragraphs on the left margin without leaving any space (indentation) and some people think it is convenient to leave a space on the left side.

Scientific expression prefers everything in a systematic and orderly manner. A letter, therefore, must be written under the rules discussed above to provide effectiveness in communication.

Association of Ideas

The ideas and facts mentioned in the letter should be interrelated. It should be well planned so that the reader can understand it easily. The writer must address several facts one by one. You should prepare a diagram in your mind and work on it. Consistency in writing makes it interesting and positively affects the reader. Therefore, the association of interconnection of ideas is a positive point for good business communication.

Courtesy and optimism

Education and optimism are the passwords in the business world. Business correspondence should be conducted in a polite tone. Courtesy costs nothing, but pays rich dividends. Education gains sympathy, respect and mutual understanding. Everyone likes addresses to be nice, so that’s something to keep in mind. “Please,” “thank you,” “thank you,” “sorry,” “can we,” etc., are certain words that convey politeness or courtesy and induce the reader to respond to the writer in a similar manner.

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