Pre Requisites To Be Kept In Mind While Writing A Business Letter

A letter should serve the purpose for which it was written. If a businessman writes a letter to the supplier for the purchase of goods, then the letter should contain all the related and important information which is related to the product. It should also include the mode of payment, packaging details, transportation of goods etc. care should be taken to ensure that the content is clear and specific. Otherwise this may lead to confusion which may become a cause of delay in getting the goods.

Besides content, adequate thought should be given to the paper on which the letter is written, the colour and the size. All these create a positive impression and reflect on your ability to fine tune.

A good business letter consists of perfection in both the inner and the outer qualities.

What exactly are the inner and outer qualities of a business letter?

Let us have a look at each of them:

1. Inner Qualities: by inner qualities, we mean the language, vocabulary and overall flow and presentation of the letter. A well written letter not only puts things in the right perspective but also facilitates prompt action, in case your professionalism is reflected in the letter.

All these constitute of inner qualities of business letters.

Some points to be kept in mind regarding the inner qualities are the usage of simple and easy language. Very colourful language tends to confuse rather than putting things in the clear perspective. Don’t use words which send ambiguous signals, ensure that clarity is maintained while writing and it is best that you be clear without assuming that the reader would know specific details. This not only prevents confusions from occurring but also ensures that the receiver is aware of all the details. Watch your commas and full stops. Punctuation is very important in any form of written correspondence. A misplaced comma could change the entire meaning of the sentence and may spell disaster. Even if the consequence is not so drastic, yet you stand the chance of becoming the butt of many jokes due to wrong punctuation. Ensure that all the details provided by you are relevant and comprehensive. Do not forget to be polite and make use of golden words (sorry, please and thank you) liberally. Avoid overwriting and cancellation as it gives a very unprofessional look. It is best to first rough draft your letter before sitting down to write the final draft.

Inner qualities are very essential, but outer qualities too should not be neglected. By outer qualities we mean the appearance of the letter, the type of paper used, the colour of the letter paper, the size and other such physical details. A good quality bond paper reflects on the professionalism of your firm and shows that you value business correspondence. Avoid use of gaudy colours as they reflect a frivolous attitude. Ensure that you adhere to the standard letter size. That is A4 size letter paper. The letter should be folded properly and keeping in mind the size of the envelope. The size of the envelope too should be proportionate. Also care should be taken regarding the quality of the envelope.

With proper inner and outer qualities your business correspondence stands a good chance to stand out amongst the rest of the magnitude of letters.