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Crafting Effective Business Letters: Essential Elements and Structure

Learn why business letters are crucial for creating a permanent, formal, and well-organized communication record. Discover the characteristics of good letters - clear content, goodwill tone, and correct form. Explore the structure of routine letters, including the opening, body, and closing sections. Familiarize yourself with direct requests, order letters, adjustment letters, and more for effective business correspondence.

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Crafting Effective Business Letters: Essential Elements and Structure

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  1. Routine Letters and Goodwill Messages Chapter 9

  2. Business Letters • Why are they important ? • Permanent record • Formality • Organized, well-considered presentation

  3. Characteristics of Good Letters • Clear content • Goodwill tone • Correct form

  4. Characteristics of Good LettersClear Content SAFT Short sentences and paragraphs Active-voice verbs Familiar words Transitional expressions

  5. Characteristics of Good LettersGoodwill Tone YOUR "You" view Reader benefits

  6. Characteristics of Good LettersCorrect Form OR The modified block style & the block style Ragged-right margins

  7. Structure of Routine Letters 3 parts • Opening: present the main idea/purpose • Body: explains the purpose • Closing: specifies the action

  8. Structure of Routine LettersOpening Direct

  9. Structure of Routine Lettersbody GPS • Graghic devices • Present details • Separate paragraghs

  10. Structure of Routine LettersClosing CAR • Courteous voice • Action information • Reasons

  11. Phase 1 • 3-x-3 writing process • Analysis • Anticipation • Adaptation

  12. Phase 2 • 3-x-3 writing process • Research • Organization • Composition

  13. Phase 3 • 3-x-3 writing process • Revision • Proofreading • Evaluation

  14. Direct Requests • For information or action • Clarify request • Show appreciation • Avoid letters whenever possible • Consider costs and workload • Evaluate alternatives

  15. Order Letters • Specify items or services • Quantities • Dates • Prices • Payment method

  16. Direct Claims • Customer letters • A claim is written by a customer • Customer writes to correct a wrong • Open with clear statement • Explain and justify • Conclude with an action request

  17. Direct Replies • Addressed to customers • Letter responding to requests • Announce the goods new promptly • Arrange information logically • Emphasize the positive in mixed messages

  18. Letters of Recommendation • Honest objective evaluation • Helps match candidates to jobs

  19. Adjustment Letters • Favorable response to a claim • Right wrongs, regain customer confidence, promote business • Open with good news • Explain the reasons • Apologize only if natural/appropriate • Use sensitive language • Close positively

  20. Goodwill Messages • General guidelines • Selfless • Specific • Sincere • Spontaneous • Short

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