PRINCIPLES OF LETTER WRITING

Business letters are still the most widely used written (form of ) communication in organisations.

Letters represent an organisation and helps build goodwill. It is therefore important to plan the letter well.

Business letters should be clear (clarity), concise, complete, correct, concrete, considerate (reader friendly) and courteous (C's of communication).

PURPOSE OF A LETTER - To inquire, to persuade, to answer a query, to complain, to answer a complaint, to gather information or to simply inform.

CLARITY OF THOUGHT - Write simple clear letters which are precise and to the point.

CONCISE - While the letter should be concise, do not leave out relevant information.

COMPLETE - The reader of the letter must be provided with all the necessary information so that the letter is complete in itself.

CORRECT - Effort must be made to check the authenticity of the information. The facts and statistics must also be correct.

CONCRETE - Business letters must be concrete with specific relevant details.

CONSIDERATION - The letter should be reader friendly.

COURTEOUS - The sender must be positive and courteous to the receiver if he expects a positive response from the receiver.