The two most fundamental characteristics of excellent writing are clear thought and plain language. A excellent letter should explain its thoughts in a direct and clear manner. Each statement should be as straightforward as feasible. A excellent letter is one in which the reader derives the same meaning from the message as the sender intended. Clarity is essential to good communication.
In business letters, as well as other forms of communication, clarity is needed so that all parties understand what the other person or company is saying and does not misinterpret any words or phrases. If a letter is unclear, this can lead to problems later when responding to it. For example, if a letter asks you to do something but doesn't make this clear, then you might assume that what is requested is within your power to give, when in fact you have no control over this matter.
Similarly, if a letter is clear but contains vague terms, this can cause issues when trying to respond to it. For example, if a letter says that some action is required "as soon as possible" without further explanation, you might think that there is no real need to reply until the situation becomes more definite. But by taking time to fill in missing information, you can show that you are still interested in resolving the issue and that this letter isn't going to put you off from working with the company.
Characteristics of a Good Letter
In many respects, excellent writing is good writing regardless of the goal, but the following features are especially crucial for business writing.
A good letter conveys the idea of face-to-face conversation. Letters are the written medium via which the sender communicates with the receiver. As a result, a letter should be written in a casual tone. The conversational approach is engaging and more or less casual. It allows the writer to develop personal relationships with readers by being informal yet still very polite.
In addition to being informal, an effective business letter must also convey information effectively. It is here that proper grammar, punctuation, and word choice come into play. Without giving away too much information, the letter must make a clear point and not ramble on unnecessarily. Finally, a letter should have an ending that leaves readers wanting more! As you can see, letters follow a set pattern of elements that together create the perfect communication tool.
Let's take a look at each element of the business letter:
Heading - Includes the recipient's name and address as well as the subject line of the letter. Headings are used to organize and highlight important points within the body of the letter. They begin with a capital letter and should be short and sweet (no longer than 12 characters).
Body - The body of the letter contains the main message of the letter along with any supporting evidence or information needed to understand its context.