IMPORTANT TIPS ON WRITTING BUSINESS LETTER

A carefully crafted letter presented on attractive letterhead can be a powerful communication tool. To make sure you are writing the most professional and effective letter possible, it is important to understand the following tips.

1. Never use ACTIVE VOICE. Instead of writing "I am sorry to inform you" use "Regretfully it is informed". Instead of writing "We are requesting you" use Your requested to" This makes you more professional.
2. Always use "WE" instead of "I". Remember your not  an individual but an organisation, b'use your representing the organisation.
3. Control your feelings. It is best to avoid 'Personal Feeling' and make an issue about it. On the contrary, try to convey the opinion your organisation has formed about the party.
4. Usually the subject are written. But you can do away with it for the sake of reader to read the entire contents. It is advisable not to mention the subject, the chances are 9 out of 10, that someone may not go through the entire contents of the letter and purpose of the letter is defeated if the subject is mentioned on the letter.
5. Do not superficial language. The essence of communication is that the person should understand what you want to explain, so no use of using flowery language. The word should be simple, and carry sense.
6. Avoid changing paragraphs. Too many paragraphs transforms letter to essay. Remember a paragraph actually disturbs the concentration of the reader in such a case your letter will end up into the dustbin as a result the purpose of the letter is defeated.