Creates favorable impression Appeals to the reader’s point of view Correct in every detail Courteous, friendly and sincere Promotes goodwill Coherent and well-paragraphed Employs highly the business jargon
Be always dignified, respectful and gracious. Never purposely hurt anyone’s feeling. Never become so imbued with your own position or company’s name that your letter sound pompous or dictatorial. Keep your letter as short as possible without appearing curt and refrain from using terms that your reader may not understand. Admit mistakes willingly. Always endeavor to realize that a person’s ideas, feelings and problems, no matter how trivial, inconsiderate or unfair they may be, are important to him and should be considered.
Never lose your temper, become impatient or irritable, or get into arguments. Resist the temptation to flaunt your company’s rules and policies at your reader. Do not attempt to prove the recipient as thoughtless, careless, or wrong. Never write hasty, ill-advised note until you have time to cool off, or carefully study the situation. Never resort to name-calling even by interference. Never, “talk down to”, or to your recipient. Try your best to create goodwill for your company with every letter you write.
FORM ◦ consists of physical makeup of the letter SUBSTANCE ◦ involves the message of the letter The format of the letter is responsible in creating the “first impression” which is important to the business letter since this has to create a favorable impression of its purpose is to be fulfilled.