The features of a business letter An effective business letter must have certain special qualities that can aid the businessman to reach their target results the special qualities are as follow: 1. Definite: A good business letter must follow a definite structure heading . Inside address and other parts of a letter if pleased as prescribed by or rules increase the attractiveness of a letter. 2. Proper planning: It is the first step in writing and it involves making conscious decisions about the purpose audience content and organization of the message Proper planning causes effective and fruitful communication. 3. Conciseness: Business letters should be brief but informative it must be in such a size which is complete to provide effective message. 4. Relevance: A good business letter should bear information which is relevant and state true fact, it should avoid irrelevant material that wastes reader’s mind. 5. Completeness: The written of such letter must be careful to make a complete picture in the mind of receiver any incomplete or partial data must not be incorporated in a letter. 6. Simplicity: A business letter should be written in simple language so that receiver can understand the meeting and the significance of the letter confusing and complex words must be avoided. 7. Clearness: Messages of a business letter must be clear in meaning and therefore it should bevery precise in meaning in the sense as the sender interned. 8. Specific purpose: The purpose of a business letter should be specific enough to justify the success of the message vague message will bring no action but wastage of time effort and money. 9. Neutrality: It is essentially an urgent quality of a good business letter a letter needs to reflect the neutral outlook of the writer. 10. Courtesy: There is an English proverb that “courtesy cost nothing bit gains more” All business letter writer must keep this proverb during the writing a business letter. 11. Cordiality: One of the important qualities of a business letter is Cordiality When the writer is more careful to his letter it becomes very attractive and beautiful. 12. Free from Error: The letter must be free from error All words should be formal and grammatically correct. 13. Sincerity: Nobody should represent false irrelevant and irrational information honestly is the best policy this should be kept in mind at the time of writing a business letter. 14. Pleasing personality: The Pleasing personality should be best reflected in the letter when the writer uses words showing modesty taste and courtesy his Pleasing personality is exposed in the letter. 15. Arrangement of subject matter: The subject matter if his letter should be accurately and reasonably arranged in order that its attractiveness and effectiveness are increased to the readers. 16. Absence of Redundancy: While writing a business letter Redundancy of information should be avoided by the writer to please the readers only the necessary information should be presented in such a manner that the subject- matter becomes acceptable to the readers. At lest we can say that a business letter is always formal the writer must pay proper attention at the time of writing a letter the success or failure of a letter completely depends on the writer’s presentation capacity.
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