What are the characteristics of a good correspondents?

Answer 1

The most important characteristic of a business letter is that it is goal oriented. A business letter should use professional language (not casual, not overly formal, not overly wordy). Good spelling and grammar are important to business writing (use spell check if you have it).

To construct a goal oriented business letter:

• Start the first paragraph with the purpose of the letter, be concise, no more than two sentences.
  • I'm writing to advise you...
  • This letter is to request...
• The second paragraph should give the supporting information for the recipient to evaluate your purpose. If there are more than two or three points or facts, use bullets. If further information is required, use two paragraphs. Keep it simple and don't go off target of your purpose.
• The third paragraph is called the 'call to action' paragraph. State simply what you expect the recipient to do or what you expect as a result of your letter (if applicable); provide your contact information; give any deadlines or dates that are important to your purpose. Close by thanking the recipient for their time and effort (even if it is a letter of complaint).

If there are enclosures to be included, don't repeat the content of the enclosure(s), simply refer to them and what the recipient should look for contained in them. If your letter is a complaint, avoid angry language or threats. Keep it simple. This format is designed for a positive response or even when the answer is no, to leave a good impressionfor further communication.