Some rules of good writing in business correspondence

1. Some Rules of Good Writing

2. 1. Think first of the reader and address
yourself to his interest
• The letters you send out must create a good
first impression. To achieve this, “put yourself
in your reader’s shoes” and try to imagine
how he will feel about what you write. Try to
imagine that you are receiving rather than
sending the letter and emphasize that You
attitude rather than the I or We.

3. 2. Adopt a tone suited to the occasion and
the purpose of the letter
• What do I want this letter to do?
• Then, express yourself accordingly, being
persuasive, apologetic, obliging, firm, and so
on depending on the effect you want to
produce.

4. 3. Write naturally
• Say what you want to say with sincerity and
make sure that it sounds sincere.
• Express your own words and in your own way.
• Be yourself.

5. CONT….
INSTEAD OF SAY
I have pleasure in informing you. I am pleased to tell you (or to say)
We do not anticipate any increase in We do not expect prices to rise.
price
Please favor us with an early Please let us have your opinion soon.
expression of your views
Please be good enough to advise us
Please tell (or inform) us.

6. 4. Write clearly to the point.
• Keep your sentence short and avoid the over
frequent use of such conjunction as and, but,
however, consequently, the effect of which is
to make sentences long.

7. 5. Write courteously and make your
letter sound friendly.
• Courtesy consists not only in using polite
phrases. It is the quality that enables us to
refuse to perform a favor and in the same
time keep a friend. To refuse a customer’s
request for credit without killing all hope of
future business.
• Answer the letters on the day you receive
them if you can.

8. Cont…
• If you cannot answer at that time, write and
explain why and say when you will write again.
• Try to understand the correspondent’s point
of view, if his suggestions are stupid and his
criticisms unfair, reply with polite manner
without giving offence.
• Even if he sends you a rude or sharp letter,
resist to answer the letter in a polite way. If
you do the same thing, it means you also
lower your dignity.

9. 6. Avoid wordiness.
• Use no more words than are needed to make
your meaning clear.

10. Instead of Say
Please see that an enquiry is conducted to Please find out the reason.
determine the reason.
We express our regret at being unable to
We are sorry we cannot meet your present
fulfill your order on this occasion with our
order immediately
customary promptness.
About
We are writing with reference to
For
The information is needed in connection
with

11. CONT…
Instead of Say
We shall be in position to Able
In the course of the next few days During
He was granted a loan of 50 poundsterling He granted him a loan of 50 poundsterling
by us
Payment of their account will be made by
Watsons will pay their account next month.
Watsons next month

12. 6. Avoid commercial jargon
Instead of Say
• Adverting to your favor Referring to your letter
• Re OR
• The writer wishes to acknowledge Thank you for your letter
• We are in receipt of
• We beg to acknowledge We have received
• We have to acknowledge

13. CONT…
• We are in receipt of
• We beg to acknowledge We have received
• We have to acknowledge

14. Cont…
• We beg to inform you We are writing to
inform you
• We beg to thank you We thank you

15. Cont…
• Your esteemed favor to hand
• Your letter to hand We have
received
your letter
• Yours to hand
• The favor of your early reply will oblige I shall be glad to hear from you soon

16. 8. Write effectively.
• Use simple language
• Be consistent
• Be precise
• Use concrete words
9. Avoid monotony.
10. Write to a plan
11. Pay special attention to the opening and closing
paragraph.
12. Check your letters.

17. Simple Language in Business Letter
• Accomplished – do
• Approximately – about
• Communication – letter
• Purchase – buy
• Request – ask
• Require – need
• Terminate – end
• Utilize – use

18. • Will you be good enough to – please
• In the near future – soon
• At the present time – now
• Come to a decision – decide
• Express a preference for – prefer
• For the reason that – because