A good business letter must be courteous as the basic

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A good business letter must be courteous as the basic principle of business interaction is mental understanding and respect. The letter must reflect courtesy and consideration s the reader is under no obligation to do what the writer requests. Positive and encouraging phrases should be used and irritating phrases and expression should be avoided. Moreover it is important to try to build goodwill by using goodwill expressions that might help establish a long term business relationship. Conciseness Business letters should be concise and direct. The writer has to ensure that the letter makes it point in the fewest words possible. Unnecessary words, wordy expression, empty words, wordy compound preparations, repetitions and redundancies must be avoided. In order to attain exact correspondence between the message and ones written expression words should be used appropriately. Moreover direct language should be used in order to avoid misunderstanding and confusion. Indirect expression, rhetoric, ornamentation, or exaggeration should be avoided. Correct tone Tone in a business letter refers to the manner or mood of expression. It helps establish the relationship that the writer wishes to establish with the reader. A change of tone leads to a change in the emotional effect of an expression, for example, the sentence”Your application for the post of Assistant Manager has been received” will have a dull effect on the reader due to its tactless tone while the revised statement “Thank for your application for the post of Assistant Manager” will have appositive effect on the reader due to its tactful tone. It is important to use a tone appropriate to the situation in order to adopt ones expression to the demands of the situation and the needs of the readers .,a tactless or negative tone can lead to misunderstanding , resulting in a negative response from the readers therefore the tone should be formal tactful personal and positive . Moreover a conversational tone gives a personal touch to letters. Correct attitude Attitude in a business letter refers to the reflection of the opinion of the writer on the reader. Using the correct attitude involves proper understanding of the role of positive thinking in business interaction. The writer has to analyse the communicative context. The following guidelines can help in using correct attitude in business letters. In order to establish goodwill and a positive always use and long term relationship with the reader avoid a poor and negative attitude and a positive attitude. This is more important in bad news letters, rejection, refusal, denials, and complaints. Tailor the letter to the needs of the reader.
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203 17.3.8. TYPES OF BUSINESS LETTERS Inquiry Letters Letter of inquiry Everyday business transaction consists of writing inquiry letter that request information or seek clarifications. We may need to write inquiry letters to individuals firms organisation or institutions because we need some information a letter of inquiry should be organised into three parts.
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