SlideShare a Scribd company logo
1 of 16
The AMA handbook of business letters
/ Jeffrey L. Seglin Edward Coleman.—
3rd ed.
Maryam Bolouri
M.bolouri9@gmail.com
planning
Some letters do not require as
elaborate a plan as others. A letter to
a customer detailing a proposal for a
product purchase will obviously
need a more elaborate plan than a
thank-you note for a business lunch
Three steps
The following three steps are essential in the
planning of any letter:
1. Researching the facts
2. Analyzing the subject and reader
 3. Knowing your objectives and how to
accomplish them
If you follow these steps as you are planning
to write any letter, you should find that your
letters will be clear and well received, and
will achieve your desired goal.
 Thank you for an interesting meeting yesterday. I
appreciate the time and information you shared with me.
I can understand your sense of loyalty to existing
business relationships and the importance you place on
knowing and being known by the people you do
business with.
During our conversation you suggested that a lockbox
arrangement might speed up the collection of cash
available for investment. I would like to investigate this
possibility and estimate the dollar benefit to your
company.
I will give you a call early next week to arrange lunch
together as you suggested. Thanks again for your time. I
look forward to doing business together.
Components of an
Effective Letter
Chapter 2
Remember that…
 Planning by itself is not enough to assure you
of a positive response from your reader. There
are, however, essential components of any
letter that can multiply the chances of its
effectiveness.
 Before you begin to worry about the basic
mechanics of a letter (structure, appearance,
and grammar), think seriously about the attitude
you wish to convey.
 Your attitude is conveyed through your choice
of language, tone, and focus of attention. Each
of these individual components is as important
as anything else that goes into making up a
successful letter.
1. Language—Clarity vs. Ambiguity
 A simple rule to remember is that the English
you use in your every- day business should be
the same good English used by people in all
walks of life.
 Granted, there may be terms intrinsic to your
industry, but there is not a special type of
‘‘business English’’ to be learned and used
when writing business letters. Good English is
good English.
Be clear and straightforward in your letters.
Write what you mean. Don’t write in circles,
making your reader guess what you mean.
Example:
 My correspondence was initiated to inform you of
the high caliber of programs and activities of an
organization in which I have enjoyed being
involved over the past few years. The County
Business Association has served to keep me
informed of, and actively involved in, the
current political and economic issues affecting
small businesses through its monthly breakfast
meetings with interesting and impressive
speakers, its newsletter on legislative activities in
Washington, and several other programs outlined
in the attached letter.
Problems:
1. the clarity and directness of the statement.
What line can you find the name of the company?
Be as direct as possible in your letter writing. If you can
convey your message in five words instead of ten, do so.
You don’t have a great deal of space in a letter to convey
your thoughts. You are not writing a novel or a treatise on
the economy. The idea is to get your message across
clearly and directly.
Stop beating around the bush
Be clear, direct, and unambiguous in your letter
writing.
problems:
Avoid the use of pompous or inflated language in
your letters. It may sound lofty to write,
So many words
‘‘My correspondence was initiated to inform you
of . . .’’
You are writing to communicate with your reader,
and if you mean,
‘‘I am writing to you about . . . ,’’ you should write
what you mean.
Rewritten in this form left little doubt for other
thoughts
Through monthly breakfast meetings with
interesting speakers, a newsletter on
legislative activities in Washington, and
several other programs, the County
Business Association has kept me
informed of and involved in the current
political and economic issues affecting
smaller businesses.
2. Tone
 The tone or personality of a letter can help you
get a positive reaction from a reader. The tone
should be set at the very start of a letter and
maintained throughout. The tone of any business
letter should be courteous and friendly, and
written as if you were talking with the reader. You
don’t want to get too technical in a letter. Write in
language that the reader can understand. The
tone should help to show that someone with a
personality—a human being—is writing the letter.
If the reader believes that the writer is genuinely
concerned about how the topic of the letter
affects him or her, a positive response is likely.
Focus of Attention—The ‘‘You Attitude’’
 An important concept in letter writing is
something called the ‘‘you attitude.’’ The ‘‘you
attitude’’ insists that the focus of attention in
your letters be directed toward the reader, the
‘‘you’’ to whom you are writing. Directing a
letter toward a reader may seem very simple,
but a letter writer too often incorrectly assumes
that his or her interests and knowledge are the
same as the reader’s. Some legwork needs to
be done when you are deciding how to make a
letter reader-oriented. This legwork may come
at the planning stage of your letter
Cont.
 What will motivate this reader to react favorably to my
letter?
 What interests this reader?
 What is this reader’s viewpoint on issues I am
addressing in my letter?
part of the whole idea of creating a personality or tone
in a letter is to let the reader know that a living person
A writer must focus the attention of a letter on the
reader. If you choose the language and tone for your
letter to convey an attitude of commitment to and
interest in your reader, you will find that your letters will
be more successful in grasping your readers’ attention
and encouraging them to respond favorably.
Length
It affects appearance of your letter.
One page is preferable to a three
page letter.
Main topics in the 1st paragraph
Concise clear short planned
Not a one sentence paragraph-
staccato like reading
Thank you
For your time

More Related Content

What's hot

Personal and professional correspondence pract (2)
Personal and professional correspondence pract (2)Personal and professional correspondence pract (2)
Personal and professional correspondence pract (2)Vishal N. Lokhande
 
Communication between japan___usa
Communication between japan___usaCommunication between japan___usa
Communication between japan___usawwkuwarbi
 
Informal letter M. van Eijk
Informal letter  M. van EijkInformal letter  M. van Eijk
Informal letter M. van EijkZadkine
 
Korespondensi inggris
Korespondensi inggrisKorespondensi inggris
Korespondensi inggrisPet-pet
 
My Planning powerpoint
My Planning powerpointMy Planning powerpoint
My Planning powerpointSophie
 

What's hot (9)

Personal and professional correspondence pract (2)
Personal and professional correspondence pract (2)Personal and professional correspondence pract (2)
Personal and professional correspondence pract (2)
 
Communication between japan___usa
Communication between japan___usaCommunication between japan___usa
Communication between japan___usa
 
Personal Notes
Personal NotesPersonal Notes
Personal Notes
 
Parts of a letter
Parts of a letterParts of a letter
Parts of a letter
 
Memo
MemoMemo
Memo
 
Informal letter M. van Eijk
Informal letter  M. van EijkInformal letter  M. van Eijk
Informal letter M. van Eijk
 
Korespondensi inggris
Korespondensi inggrisKorespondensi inggris
Korespondensi inggris
 
My Planning powerpoint
My Planning powerpointMy Planning powerpoint
My Planning powerpoint
 
Bcom 1 year letter writing
Bcom 1 year letter writingBcom 1 year letter writing
Bcom 1 year letter writing
 

Similar to Coleman1,2

Fundamental principles of writing business letter, 7 c’s
Fundamental principles of writing business letter, 7 c’sFundamental principles of writing business letter, 7 c’s
Fundamental principles of writing business letter, 7 c’sTamur Iqbal
 
Busines Writing skills.pptx
Busines Writing skills.pptxBusines Writing skills.pptx
Busines Writing skills.pptxKalola Eben
 
Business communication
Business communicationBusiness communication
Business communicationWillow Pangket
 
Written Comm Part One 5 4 11
Written Comm Part One 5 4 11Written Comm Part One 5 4 11
Written Comm Part One 5 4 11JNneka
 
Email Etiquette Workshop
Email Etiquette WorkshopEmail Etiquette Workshop
Email Etiquette Workshopsusan_denny
 
Business correspondence
Business correspondenceBusiness correspondence
Business correspondenceEphraimJames
 
Business correspondence
Business correspondenceBusiness correspondence
Business correspondenceChara Sumayao
 
Basics of letter writing
Basics of letter writingBasics of letter writing
Basics of letter writingManshi Yadav
 
7 Principles of Communications
7 Principles of Communications7 Principles of Communications
7 Principles of Communicationsdexpan
 
Skills of writing in corporate world.
Skills of writing in corporate world.Skills of writing in corporate world.
Skills of writing in corporate world.shoma chatterjee
 
Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Brenda Rachel Marie
 
Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Brenda Rachel Marie
 
Fundamental of writing communication session 7 8
Fundamental of writing communication session 7 8Fundamental of writing communication session 7 8
Fundamental of writing communication session 7 8kailashjaiswal21
 

Similar to Coleman1,2 (20)

Fundamental principles of writing business letter, 7 c’s
Fundamental principles of writing business letter, 7 c’sFundamental principles of writing business letter, 7 c’s
Fundamental principles of writing business letter, 7 c’s
 
Busines Writing skills.pptx
Busines Writing skills.pptxBusines Writing skills.pptx
Busines Writing skills.pptx
 
Business communication
Business communicationBusiness communication
Business communication
 
Written Comm Part One 5 4 11
Written Comm Part One 5 4 11Written Comm Part One 5 4 11
Written Comm Part One 5 4 11
 
Mb0039
Mb0039Mb0039
Mb0039
 
Email Etiquette Workshop
Email Etiquette WorkshopEmail Etiquette Workshop
Email Etiquette Workshop
 
Business correspondence
Business correspondenceBusiness correspondence
Business correspondence
 
Business correspondence
Business correspondenceBusiness correspondence
Business correspondence
 
Basics of letter writing
Basics of letter writingBasics of letter writing
Basics of letter writing
 
Audorg
AudorgAudorg
Audorg
 
Audorg
AudorgAudorg
Audorg
 
Audorg
AudorgAudorg
Audorg
 
Audorg
AudorgAudorg
Audorg
 
7 Principles of Communications
7 Principles of Communications7 Principles of Communications
7 Principles of Communications
 
Skills of writing in corporate world.
Skills of writing in corporate world.Skills of writing in corporate world.
Skills of writing in corporate world.
 
Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417
 
Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417Business Communication: Course notes topic 2 210613 024417
Business Communication: Course notes topic 2 210613 024417
 
Presentation on formal letter
Presentation on formal letterPresentation on formal letter
Presentation on formal letter
 
Fundamental of writing communication session 7 8
Fundamental of writing communication session 7 8Fundamental of writing communication session 7 8
Fundamental of writing communication session 7 8
 
Letter writing
Letter writing Letter writing
Letter writing
 

More from Allame Tabatabaei (20)

political discourse
political discoursepolitical discourse
political discourse
 
discourse analysis
discourse analysis discourse analysis
discourse analysis
 
flowerdew basics
 flowerdew basics  flowerdew basics
flowerdew basics
 
religion discourse analysis
religion discourse analysisreligion discourse analysis
religion discourse analysis
 
discourse analysis EAP
discourse analysis EAPdiscourse analysis EAP
discourse analysis EAP
 
General points in letter writing
General points in letter writing General points in letter writing
General points in letter writing
 
Edmodo presentations
Edmodo presentationsEdmodo presentations
Edmodo presentations
 
White bolouri
White bolouriWhite bolouri
White bolouri
 
Mc kay bolouri
Mc kay bolouriMc kay bolouri
Mc kay bolouri
 
Attitudes bolouri
Attitudes bolouriAttitudes bolouri
Attitudes bolouri
 
Swan.bolouri
Swan.bolouriSwan.bolouri
Swan.bolouri
 
Bell.bolouri
Bell.bolouriBell.bolouri
Bell.bolouri
 
Id
IdId
Id
 
structural
structuralstructural
structural
 
Regression presentation
Regression presentationRegression presentation
Regression presentation
 
Maryam Bolouri
Maryam BolouriMaryam Bolouri
Maryam Bolouri
 
Newton ch2
Newton ch2Newton ch2
Newton ch2
 
attitide anxiety bolouri
 attitide anxiety bolouri attitide anxiety bolouri
attitide anxiety bolouri
 
ANxiety bolouri
ANxiety bolouriANxiety bolouri
ANxiety bolouri
 
Irt assessment
Irt assessmentIrt assessment
Irt assessment
 

Recently uploaded

Software testing for project report .pdf
Software testing for project report .pdfSoftware testing for project report .pdf
Software testing for project report .pdfKamal Acharya
 
Financial Accounting IFRS, 3rd Edition-dikompresi.pdf
Financial Accounting IFRS, 3rd Edition-dikompresi.pdfFinancial Accounting IFRS, 3rd Edition-dikompresi.pdf
Financial Accounting IFRS, 3rd Edition-dikompresi.pdfMinawBelay
 
size separation d pharm 1st year pharmaceutics
size separation d pharm 1st year pharmaceuticssize separation d pharm 1st year pharmaceutics
size separation d pharm 1st year pharmaceuticspragatimahajan3
 
SURVEY I created for uni project research
SURVEY I created for uni project researchSURVEY I created for uni project research
SURVEY I created for uni project researchCaitlinCummins3
 
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17Celine George
 
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...Denish Jangid
 
An overview of the various scriptures in Hinduism
An overview of the various scriptures in HinduismAn overview of the various scriptures in Hinduism
An overview of the various scriptures in HinduismDabee Kamal
 
philosophy and it's principles based on the life
philosophy and it's principles based on the lifephilosophy and it's principles based on the life
philosophy and it's principles based on the lifeNitinDeodare
 
The Last Leaf, a short story by O. Henry
The Last Leaf, a short story by O. HenryThe Last Leaf, a short story by O. Henry
The Last Leaf, a short story by O. HenryEugene Lysak
 
Features of Video Calls in the Discuss Module in Odoo 17
Features of Video Calls in the Discuss Module in Odoo 17Features of Video Calls in the Discuss Module in Odoo 17
Features of Video Calls in the Discuss Module in Odoo 17Celine George
 
Championnat de France de Tennis de table/
Championnat de France de Tennis de table/Championnat de France de Tennis de table/
Championnat de France de Tennis de table/siemaillard
 
Graduate Outcomes Presentation Slides - English (v3).pptx
Graduate Outcomes Presentation Slides - English (v3).pptxGraduate Outcomes Presentation Slides - English (v3).pptx
Graduate Outcomes Presentation Slides - English (v3).pptxneillewis46
 
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45MysoreMuleSoftMeetup
 
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽中 央社
 
PSYPACT- Practicing Over State Lines May 2024.pptx
PSYPACT- Practicing Over State Lines May 2024.pptxPSYPACT- Practicing Over State Lines May 2024.pptx
PSYPACT- Practicing Over State Lines May 2024.pptxMarlene Maheu
 
demyelinated disorder: multiple sclerosis.pptx
demyelinated disorder: multiple sclerosis.pptxdemyelinated disorder: multiple sclerosis.pptx
demyelinated disorder: multiple sclerosis.pptxMohamed Rizk Khodair
 
The Ball Poem- John Berryman_20240518_001617_0000.pptx
The Ball Poem- John Berryman_20240518_001617_0000.pptxThe Ball Poem- John Berryman_20240518_001617_0000.pptx
The Ball Poem- John Berryman_20240518_001617_0000.pptxNehaChandwani11
 
....................Muslim-Law notes.pdf
....................Muslim-Law notes.pdf....................Muslim-Law notes.pdf
....................Muslim-Law notes.pdfVikramadityaRaj
 
Dementia (Alzheimer & vasular dementia).
Dementia (Alzheimer & vasular dementia).Dementia (Alzheimer & vasular dementia).
Dementia (Alzheimer & vasular dementia).Mohamed Rizk Khodair
 
An Overview of the Odoo 17 Discuss App.pptx
An Overview of the Odoo 17 Discuss App.pptxAn Overview of the Odoo 17 Discuss App.pptx
An Overview of the Odoo 17 Discuss App.pptxCeline George
 

Recently uploaded (20)

Software testing for project report .pdf
Software testing for project report .pdfSoftware testing for project report .pdf
Software testing for project report .pdf
 
Financial Accounting IFRS, 3rd Edition-dikompresi.pdf
Financial Accounting IFRS, 3rd Edition-dikompresi.pdfFinancial Accounting IFRS, 3rd Edition-dikompresi.pdf
Financial Accounting IFRS, 3rd Edition-dikompresi.pdf
 
size separation d pharm 1st year pharmaceutics
size separation d pharm 1st year pharmaceuticssize separation d pharm 1st year pharmaceutics
size separation d pharm 1st year pharmaceutics
 
SURVEY I created for uni project research
SURVEY I created for uni project researchSURVEY I created for uni project research
SURVEY I created for uni project research
 
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17
Incoming and Outgoing Shipments in 2 STEPS Using Odoo 17
 
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
Basic Civil Engineering notes on Transportation Engineering, Modes of Transpo...
 
An overview of the various scriptures in Hinduism
An overview of the various scriptures in HinduismAn overview of the various scriptures in Hinduism
An overview of the various scriptures in Hinduism
 
philosophy and it's principles based on the life
philosophy and it's principles based on the lifephilosophy and it's principles based on the life
philosophy and it's principles based on the life
 
The Last Leaf, a short story by O. Henry
The Last Leaf, a short story by O. HenryThe Last Leaf, a short story by O. Henry
The Last Leaf, a short story by O. Henry
 
Features of Video Calls in the Discuss Module in Odoo 17
Features of Video Calls in the Discuss Module in Odoo 17Features of Video Calls in the Discuss Module in Odoo 17
Features of Video Calls in the Discuss Module in Odoo 17
 
Championnat de France de Tennis de table/
Championnat de France de Tennis de table/Championnat de France de Tennis de table/
Championnat de France de Tennis de table/
 
Graduate Outcomes Presentation Slides - English (v3).pptx
Graduate Outcomes Presentation Slides - English (v3).pptxGraduate Outcomes Presentation Slides - English (v3).pptx
Graduate Outcomes Presentation Slides - English (v3).pptx
 
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45
Exploring Gemini AI and Integration with MuleSoft | MuleSoft Mysore Meetup #45
 
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽
會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽會考英聽
 
PSYPACT- Practicing Over State Lines May 2024.pptx
PSYPACT- Practicing Over State Lines May 2024.pptxPSYPACT- Practicing Over State Lines May 2024.pptx
PSYPACT- Practicing Over State Lines May 2024.pptx
 
demyelinated disorder: multiple sclerosis.pptx
demyelinated disorder: multiple sclerosis.pptxdemyelinated disorder: multiple sclerosis.pptx
demyelinated disorder: multiple sclerosis.pptx
 
The Ball Poem- John Berryman_20240518_001617_0000.pptx
The Ball Poem- John Berryman_20240518_001617_0000.pptxThe Ball Poem- John Berryman_20240518_001617_0000.pptx
The Ball Poem- John Berryman_20240518_001617_0000.pptx
 
....................Muslim-Law notes.pdf
....................Muslim-Law notes.pdf....................Muslim-Law notes.pdf
....................Muslim-Law notes.pdf
 
Dementia (Alzheimer & vasular dementia).
Dementia (Alzheimer & vasular dementia).Dementia (Alzheimer & vasular dementia).
Dementia (Alzheimer & vasular dementia).
 
An Overview of the Odoo 17 Discuss App.pptx
An Overview of the Odoo 17 Discuss App.pptxAn Overview of the Odoo 17 Discuss App.pptx
An Overview of the Odoo 17 Discuss App.pptx
 

Coleman1,2

  • 1. The AMA handbook of business letters / Jeffrey L. Seglin Edward Coleman.— 3rd ed. Maryam Bolouri M.bolouri9@gmail.com
  • 2. planning Some letters do not require as elaborate a plan as others. A letter to a customer detailing a proposal for a product purchase will obviously need a more elaborate plan than a thank-you note for a business lunch
  • 3. Three steps The following three steps are essential in the planning of any letter: 1. Researching the facts 2. Analyzing the subject and reader  3. Knowing your objectives and how to accomplish them If you follow these steps as you are planning to write any letter, you should find that your letters will be clear and well received, and will achieve your desired goal.
  • 4.  Thank you for an interesting meeting yesterday. I appreciate the time and information you shared with me. I can understand your sense of loyalty to existing business relationships and the importance you place on knowing and being known by the people you do business with. During our conversation you suggested that a lockbox arrangement might speed up the collection of cash available for investment. I would like to investigate this possibility and estimate the dollar benefit to your company. I will give you a call early next week to arrange lunch together as you suggested. Thanks again for your time. I look forward to doing business together.
  • 5. Components of an Effective Letter Chapter 2
  • 6. Remember that…  Planning by itself is not enough to assure you of a positive response from your reader. There are, however, essential components of any letter that can multiply the chances of its effectiveness.  Before you begin to worry about the basic mechanics of a letter (structure, appearance, and grammar), think seriously about the attitude you wish to convey.  Your attitude is conveyed through your choice of language, tone, and focus of attention. Each of these individual components is as important as anything else that goes into making up a successful letter.
  • 7. 1. Language—Clarity vs. Ambiguity  A simple rule to remember is that the English you use in your every- day business should be the same good English used by people in all walks of life.  Granted, there may be terms intrinsic to your industry, but there is not a special type of ‘‘business English’’ to be learned and used when writing business letters. Good English is good English. Be clear and straightforward in your letters. Write what you mean. Don’t write in circles, making your reader guess what you mean.
  • 8. Example:  My correspondence was initiated to inform you of the high caliber of programs and activities of an organization in which I have enjoyed being involved over the past few years. The County Business Association has served to keep me informed of, and actively involved in, the current political and economic issues affecting small businesses through its monthly breakfast meetings with interesting and impressive speakers, its newsletter on legislative activities in Washington, and several other programs outlined in the attached letter.
  • 9. Problems: 1. the clarity and directness of the statement. What line can you find the name of the company? Be as direct as possible in your letter writing. If you can convey your message in five words instead of ten, do so. You don’t have a great deal of space in a letter to convey your thoughts. You are not writing a novel or a treatise on the economy. The idea is to get your message across clearly and directly. Stop beating around the bush Be clear, direct, and unambiguous in your letter writing.
  • 10. problems: Avoid the use of pompous or inflated language in your letters. It may sound lofty to write, So many words ‘‘My correspondence was initiated to inform you of . . .’’ You are writing to communicate with your reader, and if you mean, ‘‘I am writing to you about . . . ,’’ you should write what you mean.
  • 11. Rewritten in this form left little doubt for other thoughts Through monthly breakfast meetings with interesting speakers, a newsletter on legislative activities in Washington, and several other programs, the County Business Association has kept me informed of and involved in the current political and economic issues affecting smaller businesses.
  • 12. 2. Tone  The tone or personality of a letter can help you get a positive reaction from a reader. The tone should be set at the very start of a letter and maintained throughout. The tone of any business letter should be courteous and friendly, and written as if you were talking with the reader. You don’t want to get too technical in a letter. Write in language that the reader can understand. The tone should help to show that someone with a personality—a human being—is writing the letter. If the reader believes that the writer is genuinely concerned about how the topic of the letter affects him or her, a positive response is likely.
  • 13. Focus of Attention—The ‘‘You Attitude’’  An important concept in letter writing is something called the ‘‘you attitude.’’ The ‘‘you attitude’’ insists that the focus of attention in your letters be directed toward the reader, the ‘‘you’’ to whom you are writing. Directing a letter toward a reader may seem very simple, but a letter writer too often incorrectly assumes that his or her interests and knowledge are the same as the reader’s. Some legwork needs to be done when you are deciding how to make a letter reader-oriented. This legwork may come at the planning stage of your letter
  • 14. Cont.  What will motivate this reader to react favorably to my letter?  What interests this reader?  What is this reader’s viewpoint on issues I am addressing in my letter? part of the whole idea of creating a personality or tone in a letter is to let the reader know that a living person A writer must focus the attention of a letter on the reader. If you choose the language and tone for your letter to convey an attitude of commitment to and interest in your reader, you will find that your letters will be more successful in grasping your readers’ attention and encouraging them to respond favorably.
  • 15. Length It affects appearance of your letter. One page is preferable to a three page letter. Main topics in the 1st paragraph Concise clear short planned Not a one sentence paragraph- staccato like reading