2. Introduction
Businessmen & Executives have to write a
number of letters relating to their own &
their organization’s social life. The pressure
of business activities & the necessities of
work make people neglect the little
courtesies & the contacts that can add
grace to business life & also build stronger
personal relationships.
3. Definition
Letters of thanks & appreciation, letters of
sympathy & condolence, letters inviting speakers
at meetings & functions, accepting or refusing
invitations to speak, etc. are some of goodwill
letters. If you want to show appreciation or
convey gratitude for a contribution made, or
express thanks to loyal customers for their
continued business, a goodwill letter can do the
job. Goodwill letters often come as a surprise,
are greatly appreciated, and are an effective way
to build relationships. Be sure you keep your
letter focused on the recipient, not on yourself or
your company.
4. Principles of Effective Goodwill
Letters
There is no fixed plan or outline for
such letters. It is better for each
person to write in his/her own style.
There are some points which need to
keep in mind while writing such
letters.
5. The letter should be timed properly.
A short letter makes a better impression than a
long one.
The words must be carefully chosen. The writer’s
own natural vocabulary is the best.
The tone of letter should be personal & suitable
for the person who is to receive it.
Jargon phrases are worse in such letters & must
be strictly avoided.
The salutation & the complimentary close should
be suitable to the message. It is proper to use the
reader’s name in the salutation.
6. All names & details of the occasion mentioned in the
letter must be correct.
Clarity comes from being sure of what one wants to
say, saying it directly & simply.
The letter must have the power of feeling. The
reader must sense that the feelings are sincere.
The letter must be signed personally and not by a
secretary or a P.A.
Courtesy requires that the letter should be well
made up with neat typing, folding, & addressing.
When the same message is to be sent to several
persons, each one’s letter must be a fresh copy.
7. Successful Goodwill Letters
A goodwill letter will be successful when you
answer yes to the following questions:
If you were the reader, would you honestly
like to receive this letter?
Will the reader feel that you enjoyed writing
the letter & that you mean everything you
wrote?
Did you keep the spotlight on the reader?
8. Congratulatory Letters
• The good fortune or achievement of
employees, business associates & friends
provides many occasions for writing such
letters .
• Expression of good wishes & congratulation
should be brief, direct & concise.
• Enthusiasm & genuine pleasure in the success
& achievement of someone must be reflected
in the letter.
9. Letters of Sympathy
• When an associate, whether customer,
colleague, employee or business acquaintance
meets with misfortune of any kind, a message
of sympathy should be sent.
• A letter of condolence should be short &
simple.
• It should contain a consoling message, briefly
expressed, it may give some comfort or
encouragement to the reader.
10. Invitations
• Invitations to functions, dinner, lunch may also
be made by letter.
• Like other courtesy letters, the invitations
should be cordial & gracious in tone.
• The degree of formality or informality
depends on the relationship between the
writer & the reader.
11. Invitations to Speak
• Institutions, organizations, & professional
associations hold meetings, seminars &
conferences at which speakers are invited to
address the audience.
• The opening paragraph of such letters should
give some information about the inviting
organization, & the purpose of the meeting or
the nature of the function.
12. •The day, date, time & place of the function
should be included.
•The subject on which he/she is expected to speak
& the approximate time he/she is to have on the
programme, should be given.
•The letter should end with a request to confirm
acceptance so that arrangements for the meeting
can be completed.
13. “Thank You” Letters
• When someone has rendered a service, given
help or participated as a guest in a programme,
courtesy requires that a “thank you” letter should
be sent immediately after the event.
• After paying an educational visit to a company or
a factory, the institution which sent students, or
the group leader, must thank the office for their
hospitality & reception.
• A guest speaker must also be sent a letter of
thanks.
14. Letters of Appreciation
• Such letters do a great deal for the spirit of
understanding, friendliness and goodwill.
• It is worth taking every opportunity to build
up good relations with people whether they
are subordinates or customers or associates.
• Such letters should be written with genuine &
sincere feeling; most persons can detect
flattery.
