Main Points of Business Letter Writing

WritingSkills.my.id - An effective business letter is based on 3 main things:

1. Why is the letter written?
2. What is needed by the recipient?
3. What must be communicated by the letter?

Every business letter must be clear, easily understood, and friendly. The most important thing is that the letter has a tone like someone is talking, so that the letter writer acts as if he/she is talking directly with the reader of the letter. In summary, there are "Seven C" in writing business letters, they are:

1. Clear
2. Concise
3. Correct
4. Courteous
5. Conversational
6. Convincing
7. Complete

A business letter tries to convince its readers to give positive reaction. The reader will perceive as soon as possible if the meaning of the letter really clears to him/her. Friendly and conversational tone will be able to attract its reader's attention. A business letter must avoid impression that the writer of the letter represents his/her company which never makes mistakes and is always correct. The easy-going and too defensive tone must also be avoided and replaced by the honest and helpful tone. 

The following are 5 steps which must be considered as an outline or guidance in the planning of business letter writing:

• Make a list of topic, without organizing them first.
• For every topic, make a list of keywords, examples, arguments, and facts.
• Match every topic in the outline with the purpose of the letter and its readers.
• Shove notes which are irrelevant with the purpose of the letter and its readers.
• Arrange the information chronologically according to the importance of the readers.

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