June 23rd 2008
Tips for writing a gracious business letter
- Plan your letter in rough. Note down, in logical sequence, all the points you want to cover.
- Use the correct name, title and address of the recipient. Check the spelling of names and quote the reference if you are replying to a letter.
- Write simply, clearly and concisely. Leave no room for any doubt as to what you mean. Give all details. Answer all questions.
- Divide the letter into paragraphs, each dealing with one point only.
- Make sure that your tone is appropriate for both the situation and the recipient. Be courteous at all costs. Don’t accuse, nag, talk down, preach or brag.
- Read your letter aloud to yourself. Does it sound polite? Should you cut, prune or rewrite sections?