The Importance of Organization in Writing Business Letter

WritingSkills.my.id  - There are many factors to be considered in choosing certain language style in writing business letters. Those factors...

WritingSkills.my.id - There are many factors to be considered in choosing certain language style in writing business letters. Those factors are tone, outlook, "you approach", and organization. The correct use of style in sending the message by means of writing creates very positive effect to the readers. The same result happens when other factors are applied correctly.

A business letter must be well organized. Everything which will be presented must be planned first; only important things will be written in the letter. A business letter should not be excessive, moreover very long and trivial. In brief, the letter must be logic, complete, but concise.

When you write a business letter, you should put main points of things that will be written in the right order. Keep in mind that it is only the main points of things which will be written, not the things you want them to be written. Afterwards, make a list of things which supports the points, such as facts, reasons, explanations, etc.

The last step is to reorganize the list and put it in the right order logically, so that the message which will be delivered would be received and understood clearly by the reader. Keep in mind that you should use sentences which psychologically give the reader comfort though the facts which will be presented might make him or her uncomfortable. In other words, you should write everything which psychologically grow the needed responses by the reader.

However, if a message can be delivered clearly in a short and concise sentences, it is not needed to add more sentences only to fill the page. Such a custom will just make a business letter look excessive.

One common mistake in writing a business letter is repeating the same ideas. When an idea has been delivered clearly and concisely, repeating it once again does not clarify the message, but even ruin the logical order and give the reader bad impression. For example, if the expression "thank you" has been written previously, bad impression would happen if the letter is closed with:

Thank you once again.

Repeating the same idea in another part of a business letter would also weaken the positive effect of the main points to be delivered. Such a custom makes same ideas stacked. Below is an example showing the writer repeats the idea which has been written previously by using the words "to remind you":

Let us take this opportunity to remind you that our January White Sale begins next week, with three preview days for our special charge customers.

In addition, you must avoid writing information which is excessive and not needed as this example below:

Because my husband's birthday is October 12, I would like to order the three-piece luggage ensemble in your fall catalogue.

For the reader of the letter, the information about the quantity of the luggage ordered is more important than the birthday date of the writer's husband.