A good business letter should be simple, clear and use the active voice. (An example of the active voice is: I made the cake rather than the cake was made by me.)
Make sure there is nothing in the letter that is confusing or ambiguous.
The letter should be complete and tell the reader all they need to know.
The letter should be concise. Get to the point at the start of the letter. Use short sentences and keep your writing punchy. Avoid cliches such as “We refer to your letter of…”
Try to avoid vague phrases such ‘the great majority of’ or ‘an overwhelming number of’. Give precise dates, times and names.
Finally, be courteous. Write in a way that you would like to be spoken to. The person who remains courteous gives themselves the best chance of remaining in control.
If you need help writing a business letter, contact us at Words Matter.
