1. Gokhale Education Society’s
S.M.R.K. B.K. A.K. Mahila Mahavidyalaya, Nasik-5.
Ms. Geetanjali Gitay
Assistant Professor
Dept. of English
CC English (HL)
F.Y.B.Com. Sem I
Unit 3
2. Introduction
The letter is the oldest method of sending a message. Today, in spite of the telephone
and e-mail, the letter us still an important method of communication.
The letter maintains the personal touch, serves as a record, and as a means of keeping
other parties informed by sending copies.
In business, letters are used for getting and giving quotations, making and answering
enquiries, contacting potential customers, placing orders, persuading potential
customers to buy, making and answering complaints, making credit enquiries,
collecting dues and maintaining relations with various members of the public.
In order to be able to write good letters, you need a good knowledge of language and
a clear , concise style of writing and a knowledge of the working, procedures, policies
and aims of your organisation. It helps to be a sincere, confident, self-respecting and
friendly as these qualities are reflected in the style of the letter.
Keeping up with the changing times, language of the letters is now more informal
and conversational in style.
3. The qualities which are essential for writing a good letter are collectively called the Cs
of Communication because most of them begin with the letter ‘C’. They are as follows:
1. Correctness 2. Clarity
3. Conciseness 4. Courtesy
1. Correctness
i. The letter must be correct in spellings, grammar, and use of language. The spellings
must be checked. The spellings of the names must be checked with extra care. Nobody
likes their names to be mis-spelt.
ii. The form and layout of the letter also must be correct. Appearance depends on
placing the parts of the letter correctly on the letterhead and having proper margins on
the all sides. Poor and untidy appearance creates poor impression
of the company.
iii. The information conveyed in the letter also must be correct.
Incomplete or incorrect information may result in the loss of
goodwill of the company.
iv. In tone, formality and style. It should be appropriate to the
relationship between the writer and the reader of the letter.
C’s of Effective Letter Writing
4. 2. Clarity
The message expressed in the letter must be clearly understood in the first reading. The
information explosion today takes up so much of everybody’s time; people appreciate a
letter that takes very little time to read and understand. Clearly written messages avoid
misunderstanding and save time. As far as possible, use simple, common, easily
understandable words, use short and simple sentences, use active voice, proper punctuation,
and give definite and concrete details .
3. Conciseness
Conciseness means expressing much in few words, in business letters it means keeping to
The point, using as few words possible without sacrificing clarity and courtesy. It does not
necessarily mean being brief ,it means making every word count. Some companies lay limit
of one page in order to ensure concise writing.
4. Courtesy
Courtesy is consideration for other people’s feelings. A well-mannered and courteous person
shows consideration and thought for others. In a letter, the style, the manner and the choice
of words should reflect the courtesy. Using courtesy words, expressing appropriate feelings,
being attentive and prompt in responding can help achieve courtesy in writing.
C’s of Effective Letter Writing (Cntd)
5. Modern business language is simple, easy to understand, friendly and courteous. While
Writing business letters one should keep in mind following points.
1. Avoid Business Jargon
Jargon means vocabulary and phrases peculiar to a particular trade and profession.
Old fashioned business jargon ruins clarity, they are unfriendly and pompous and should
thus be avoided.
2. Dealing with Technical Terms
The use of technical terms is not a problem if the letter is being written to a person
who is in a related profession. e.g. A person who knows Accountancy understands the
Term ‘current liabilities’, ‘fixed assets’. But when writing to persons who do not know the
technical terms, they must be avoided.
3. Meaning and Association of Words
Words may convey different meanings in different situations. One should develop the
skill to use the words effectively maximise the impact of the words.
Language of Business Writing
6. Text Content Source :
1. Business Communication, Doctor Aspi & Doctor Rhoda, Sheth Publishers, Mumbai.(Fifth Edition).
2. Business Communication, Rai Urmila & Rai S.M. ,Himalaya Publications, Mumbai .(Fourth Edition).
