1. Consideration / Conversational (Your attitude)
Try to visualize your reader’s circumstances, problems, emotions, their desires etc. and indicate that you understand these by using your words with care. If you are writing a sales letter, show the recipient how the product would be beneficial for them. When you write with consideration, you generate goodwill.
2. Courtesy (Be courteous)
Be courteous and polite. Avoid making negative statements and an accusatory tone accusing the recipient. eg. Instead of writing, “You did not send the cheque”, use “The cheque wasn’t enclosed.” Even if you are writing a complaint letter, your tone must be polite and courteous at all times.
3. Clarity (Be clear)
One has to be clear and specific in their letter. The words used should be unambiguous and not vague. Avoid giving abstract information.
Eg. Instead of ‘visualize’, use ‘see’. Instead of ‘at the present time’, write ‘now’. Instead of using ‘the website is now fully operational with the e-commerce functionality setup’, write ‘the company has launched its website’.
4. Concreteness (Be convincing)
A good business letter always provides concrete information (specific information).
Eg. Instead of saying,”I expect the consignment/order to reach me at the earliest”, use “I expect the order to be delivered to me by the 21st of March 2013.
While writing a business letter, the principle of correctness should be followed. The writer must ensure correctness in his tone, format and information that he provides in the letter. The facts mentioned must be true and correct. Grammatical structures and spellings should be correct.
Use only necessary details and short sentences. Be direct and avoid long redundant expressions.
Use the “Keep it short and simple” formula.
7. CompletenessProvide complete information in the letter and try to keep it as brief as possible.