Some Rules of Good Writing

1. Think first of the reader and address yourself to his interest

• The letters you send out must create a good first impression. To achieve this, “put yourself in your reader’s shoes” and try to imagine how he will feel about what you write. Try to imagine that you are receiving rather than sending the letter and emphasize that You attitude rather than the I or We.

2. Adopt a tone suited to the occasion and the purpose of the letter

• What do I want this letter to do? • Then, express yourself accordingly, being

persuasive, apologetic, obliging, firm, and so on depending on the effect you want to produce.

3. Write naturally

• Say what you want to say with sincerity and make sure that it sounds sincere.

• Express your own words and in your own way.• Be yourself.

CONT….

INSTEAD OF SAY

I have pleasure in informing you.

We do not anticipate any increase in

price

Please favor us with an early

expression of your views

Please be good enough to advise us

I am pleased to tell you (or to say)

We do not expect prices to rise.

Please let us have your opinion soon.

Please tell (or inform) us.

4. Write clearly to the point.

• Keep your sentence short and avoid the over frequent use of such conjunction as and, but, however, consequently, the effect of which is to make sentences long.

5. Write courteously and make your letter sound friendly.

• Courtesy consists not only in using polite phrases. It is the quality that enables us to refuse to perform a favor and in the same time keep a friend. To refuse a customer’s request for credit without killing all hope of future business.

• Answer the letters on the day you receive them if you can.

Cont…• If you cannot answer at that time, write and

explain why and say when you will write again.• Try to understand the correspondent’s point

of view, if his suggestions are stupid and his criticisms unfair, reply with polite manner without giving offence.

• Even if he sends you a rude or sharp letter, resist to answer the letter in a polite way. If you do the same thing, it means you also lower your dignity.

6. Avoid wordiness.

• Use no more words than are needed to make your meaning clear.

Instead of Say

Please see that an enquiry is conducted to

determine the reason.

We express our regret at being unable to

fulfill your order on this occasion with our

customary promptness.

We are writing with reference to

The information is needed in connection

with

Please find out the reason.

We are sorry we cannot meet your present

order immediately

About

For

CONT…

Instead of Say

We shall be in position to

In the course of the next few days

He was granted a loan of 50 poundsterling

by us

Payment of their account will be made by

Watsons next month

Able

During

He granted him a loan of 50 poundsterling

Watsons will pay their account next month.

6. Avoid commercial jargon

Instead of Say• Adverting to your favor Referring to your letter• Re OR• The writer wishes to acknowledge Thank you for your

letter

• We are in receipt of• We beg to acknowledge We have received• We have to acknowledge

CONT…

• We are in receipt of• We beg to acknowledge We have

received• We have to acknowledge

Cont…

• We beg to inform you We are writing to inform you

• We beg to thank you We thank you

Cont…

• Your esteemed favor to hand• Your letter to hand We have

receivedyour letter

• Yours to hand • The favor of your early reply will oblige I shall be glad to hear from you soon

8. Write effectively.

• Use simple language• Be consistent• Be precise• Use concrete words 9. Avoid monotony.10. Write to a plan11. Pay special attention to the opening and closing

paragraph.12. Check your letters.

Simple Language in Business Letter

• Accomplished – do• Approximately – about• Communication – letter• Purchase – buy• Request – ask• Require – need• Terminate – end• Utilize – use

• Will you be good enough to – please• In the near future – soon• At the present time – now• Come to a decision – decide• Express a preference for – prefer• For the reason that – because