ENG4 Business, Technical and Report Writing

QUALITIES OF EFFECTIVE LETTERS

The test of an effective letter is the impression it makes on the reader. The letter is effective
when (1) it moves the reader to act, to know, or to feel exactly as the writer intend, and (2) it
leaves the reader with good feelings towards the writer and the organization represented. Such
results depend largely on the content of the letter and on the writers ability to express ideas in
ways that are acceptable to the reader.
1. CONCISENESS is the expression of an idea in the fewest possible words without
sacrificing completeness of meaning.
Concise messages make each word count. Only the necessary information is included.
Unimportant words, phrases, clauses and ideas are omitted. Concise letters go straight to
the point, using precise words, short sentences and brief paragraphs. They have more
impact because they save time and hold the readers attention.
Examples: I wish each and every person who receives this notice and has a suggestion to
make, to state what he has to say on the enclosed card, sign it, and drop it in the
mail at once so that I may know his opinion as soon as possible. (48 words)
Improved: Please write your suggestions on the enclosed card and mail it at once. (13
words)
2. CORRECTNESS your letters should be correct in its physical make up. Your letters should
be free of all errors in spelling, punctuation, capitalization, grammar, sentence and
paragraph structure. Above all, the dates, names and facts in the letters should all be
accurate.
3. COHERENCE means order and connection. Sentences and paragraph should hang
together; that is the ideas are clearly related and the thought flows naturally and freely
from the beginning of the message to the end. A message is coherent if the sentences are
arranged in an orderly manner; that is, if the reader can follow the thought of the letter as
it is developed from sentence to sentence.
4. COMPLETENESS Nothing is more frustrating than to receive only a partial reply to an
inqury or be unable to make a decision because an important information has been
omitted. Incomplete information can cause delays, loss of goodwill, or loss of business.
Incomplete messages also send a negative message that the writer is careless.
Completeness sends a message that the writer is competent, efficient person.
5. CLARITY clear writing is one that your reader will understand in one reading. There
should be no doubt in his mind as to what you mean. When you use big, technical, and
unfamiliar words the reader will have difficulty understanding your message. Therefore,
write to express not to impress. Avoid ambiguity, vagueness or doubt.
Three

suggestions for writing clearly:

present one idea in each sentence
arrange sentences in a manner easy to follow, be coherent
use simple, familiar words

6. COURTESY is a mental attitude. It implies respect and helpfulness. Courtesy in letter

writing consists in using words and phrases that indicate a willingness to serve. It likewise
means avoidance of negative statements and those that may offend, humiliate or belittle
the reader. A courteous letter always gains goodwill. Be considerate of the readers
interests and feelings always.
Use the following pleasant words as often as possible:
thank you
please
promptly
appreciate
glad
benefit
pleasure
considerate generous
service
happy
delighted
7. CONSIDERATION goes beyond courtesy. Whereas courtesy involves using words like
please and thank you, consideration means having empathy being sensitive to the
readers attitudes and feelings. It means putting yourself in the place of the reader.
A considerate letter emphasizes the you approach it writes from the viewpoint of the
reader. A considerate letter is helpful it anticipates questions or concerns the reader may
have and responds to them before a problem develops.
Suggestions on how to have the you attitude: before writing,

consider the person to whom you are writing: age, sex, occupation, environment, and
habits.
consider why he should be interested in your letter or product
consider what you should say that will arouse his interest
carefully plan how you should say it

A considerate letter is also tactful. Tact is a keen sense of what to do or say in order to build
goodwill and to avoid being offensive.
8. TIMELINESS
How would you feel when you receive a reply to an inquiry, to a complaint, or to a request
within a few days? Would you feel important? Will you feel good about the person or
organization that is responding? Prompt and timely messages convey positive feelings.
On the other hand, even the most courteous, considerate and tactful message may be
ineffective if the receive had to wait too long for it and it arrives after he no longer has a
need for it. Recognize the importance of timeliness. Deal with situations as they arise and
answer incoming letters promptly. A letter should be written when it is needs. A message
that is received after the deadline or after the information is no longer necessary, is a
waste of time and money.