THE BASIC STRUCTURE OF A LETTER
Business name
Sender’s address
Date
Recipient’s name
Recipient’s address
Opening greeting (salutation)
SUBJECT HEADING
Main body of letter
Complimentary close
Company’s name
Sender’s name
Sender’s position/department name
====================
Problems to avoid:
VERBOSITY
The English language, basically logical and easy to understand, lends itself to abuse by the verbose, or wordy, writer. In business communications particularly, never use more words than you need to explain yourself. For example, why say:
“ This contact, by its very nature, the subject matter requiring great attention to detail and utilizing significant manpower services, will not be ready for completion by the date previously agreed by both pasties.”
It would be far clearer and simpler to say:
“Because this contract is very complicated and several people need to work on it, it will net be ready for signature by date we agreed.”
CLUTTER
We want to say too much and clutter our sentences with too many ideas. To increase the number of thoughts and the length of the sentence can take the test beyond the level of understanding of the average reader. Complicated construction of sentences makes it impossible for the reader to grasp their meaning without going over them several times.
For example:
“The demolition of the old school building at 967 High Street, which has stood empty years and is now occupied by students who have already protested against the order for their eviction, will go ahead on the 1st March after having been on the schedule of the local authority’s Planning Department for some time.”
Far better to break it up thus:
“ The old building at 967 High Street will finally be demolished, after considering delay. This delay was due to the occupation of the building by students, who are protesting against an eviction order. Until his occupation, the building was empty for many years.”
REPITITION
It is best not to repeat a statement, unless it is deliberate repetition for emphasis, in which case you would say.
For example:
“ Let me repeat – this order must be completed on time.”
Similarity, try to avoid alliteration – the use of the same sound at the beginning of two or more words. This adds effect to speeches but not to letters. “ The menacing march progress proceeds at precipitous pace” is rather overdoing it in a letter.
Points to Consider
RELEVANCE
We tend not to separate the important from the trivia, which can cause confusion over the priority and validity of the subjects discussed in the communication. It comes back to planning the subject of your letter: only with some preparation will you formulate clear ideas and discard comments that have no particular relevance.
LOVE of DETAIL
Give your reader all necessary information; never assume that they already possess all the information upon which you may be basing your decision. Always explain background to your letter, without being too wordy.
For example:
“As you are probably aware, our company manufactures textiles for export to Eastern Europe. We have built up a consideration market in this part of the world and our machinery, therefore, is geared for mass production of low-cost waterproof material. For us to take on a contract of the size and nature you require would mean a great deal of re-investment in machinery. This would, naturally, push up the price of you textiles and, therefore, we must regretfully decline your business at this stage.”
NECESSITY
Do not write when it is not necessary. This may seem a rather obvious statement but many of us are guilty of writing unnecessary letters. If you area asked to acknowledge a communication then do so; if a communication you have received obviously requires an answer, then fine, go ahead. Otherwise, don’t waste time and paper.
STATE YOUR PURPOSE
Think about what you really want to say before you write it. Do not write a letter that could be ambiguous. If you want to complain then complain; do not leave the recipient with the feeling that you are not really upset about his or her transgression but just want to moan. This kind of clarity is particularly important for letters relating to the field of employment. Official letters of warning to an employee must be absolutely clear in their intent as they may be shown to a tribunal at a later date if there is any dispute about an eventual dismissal.
BE CONCISE
Present only the essential: It is possible to be polite and brief.
For example:
“Thank you for your application for the position of office manager. However internal applicant has filled the position. We wish you luck in any other applications you may make to other companies.
USE APPOPRIATE VOCABULARY
Vocabulary is all important. Get it wrong and you letter may be misunderstood or completely baffling to the reader. You need to know which word to use, and which to avoid.
WORDS TO USE
Familiar words
These are, generally, the words learnt and known to everybody. These can include technical terms if you are writing to someone who is in your own industry.
Examples:
Pretentious word Simplealternative
Ameliorate make better, or improve
Bereft deprived
Coruscate sparkle
Mendacious lying
SHORT WORDS
Instead of… Use…
Motorcar car
Veracity truth
Verbal intercourse speech
Words to Avoid.
FOREIGN WORDS
Are superfluous where an English equivalent exists. They should only be used if they are commonly understood and impart a meaning which cannot be easily translated into English. For example “vice versa” is acceptable but versus can usually be replaced with “against” “except” when describing sports fixtures or legal cases.
AMBIGUOUS WORDS
You must use words that convey exactly what you want to say. Don’t leave the reader in any doubt. For example: “We are certain that this course of action will lead to any benefits for the company.”
This suggests the reader that you are open to persuade if you do not wish to be persuade then so:
“We do not believe that this course of action is suitable for our company and therefore do not intend to pursue it any further.
This indicates that you decision is final; no comeback is required or desired.
REDUNDANT WORDS
A clearer and more economical style is obtained by eliminating words that are not doing specific jobs or one that duplicate a meaning.
Examples:
We first began the discussion
Very unique
At 5 pm in the afternoon.
Hot in temperature.
VOGUE WORDS
Are currently in fashion, do not last and can confuse. Remember, you may not be writing to someone of the same generation, who may therefore not understand you.
Example:
We think that you design for the front elevation is really cool.”
Business name
Sender’s address
Date
Recipient’s name
Recipient’s address
Opening greeting (salutation)
SUBJECT HEADING
Main body of letter
Complimentary close
Company’s name
Sender’s name
Sender’s position/department name
====================
Problems to avoid:
VERBOSITY
The English language, basically logical and easy to understand, lends itself to abuse by the verbose, or wordy, writer. In business communications particularly, never use more words than you need to explain yourself. For example, why say:
“ This contact, by its very nature, the subject matter requiring great attention to detail and utilizing significant manpower services, will not be ready for completion by the date previously agreed by both pasties.”
It would be far clearer and simpler to say:
“Because this contract is very complicated and several people need to work on it, it will net be ready for signature by date we agreed.”
CLUTTER
We want to say too much and clutter our sentences with too many ideas. To increase the number of thoughts and the length of the sentence can take the test beyond the level of understanding of the average reader. Complicated construction of sentences makes it impossible for the reader to grasp their meaning without going over them several times.
For example:
“The demolition of the old school building at 967 High Street, which has stood empty years and is now occupied by students who have already protested against the order for their eviction, will go ahead on the 1st March after having been on the schedule of the local authority’s Planning Department for some time.”
Far better to break it up thus:
“ The old building at 967 High Street will finally be demolished, after considering delay. This delay was due to the occupation of the building by students, who are protesting against an eviction order. Until his occupation, the building was empty for many years.”
REPITITION
It is best not to repeat a statement, unless it is deliberate repetition for emphasis, in which case you would say.
For example:
“ Let me repeat – this order must be completed on time.”
Similarity, try to avoid alliteration – the use of the same sound at the beginning of two or more words. This adds effect to speeches but not to letters. “ The menacing march progress proceeds at precipitous pace” is rather overdoing it in a letter.
Points to Consider
RELEVANCE
We tend not to separate the important from the trivia, which can cause confusion over the priority and validity of the subjects discussed in the communication. It comes back to planning the subject of your letter: only with some preparation will you formulate clear ideas and discard comments that have no particular relevance.
LOVE of DETAIL
Give your reader all necessary information; never assume that they already possess all the information upon which you may be basing your decision. Always explain background to your letter, without being too wordy.
For example:
“As you are probably aware, our company manufactures textiles for export to Eastern Europe. We have built up a consideration market in this part of the world and our machinery, therefore, is geared for mass production of low-cost waterproof material. For us to take on a contract of the size and nature you require would mean a great deal of re-investment in machinery. This would, naturally, push up the price of you textiles and, therefore, we must regretfully decline your business at this stage.”
NECESSITY
Do not write when it is not necessary. This may seem a rather obvious statement but many of us are guilty of writing unnecessary letters. If you area asked to acknowledge a communication then do so; if a communication you have received obviously requires an answer, then fine, go ahead. Otherwise, don’t waste time and paper.
STATE YOUR PURPOSE
Think about what you really want to say before you write it. Do not write a letter that could be ambiguous. If you want to complain then complain; do not leave the recipient with the feeling that you are not really upset about his or her transgression but just want to moan. This kind of clarity is particularly important for letters relating to the field of employment. Official letters of warning to an employee must be absolutely clear in their intent as they may be shown to a tribunal at a later date if there is any dispute about an eventual dismissal.
BE CONCISE
Present only the essential: It is possible to be polite and brief.
For example:
“Thank you for your application for the position of office manager. However internal applicant has filled the position. We wish you luck in any other applications you may make to other companies.
USE APPOPRIATE VOCABULARY
Vocabulary is all important. Get it wrong and you letter may be misunderstood or completely baffling to the reader. You need to know which word to use, and which to avoid.
WORDS TO USE
Familiar words
These are, generally, the words learnt and known to everybody. These can include technical terms if you are writing to someone who is in your own industry.
Examples:
Pretentious word Simplealternative
Ameliorate make better, or improve
Bereft deprived
Coruscate sparkle
Mendacious lying
SHORT WORDS
Instead of… Use…
Motorcar car
Veracity truth
Verbal intercourse speech
Words to Avoid.
FOREIGN WORDS
Are superfluous where an English equivalent exists. They should only be used if they are commonly understood and impart a meaning which cannot be easily translated into English. For example “vice versa” is acceptable but versus can usually be replaced with “against” “except” when describing sports fixtures or legal cases.
AMBIGUOUS WORDS
You must use words that convey exactly what you want to say. Don’t leave the reader in any doubt. For example: “We are certain that this course of action will lead to any benefits for the company.”
This suggests the reader that you are open to persuade if you do not wish to be persuade then so:
“We do not believe that this course of action is suitable for our company and therefore do not intend to pursue it any further.
This indicates that you decision is final; no comeback is required or desired.
REDUNDANT WORDS
A clearer and more economical style is obtained by eliminating words that are not doing specific jobs or one that duplicate a meaning.
Examples:
We first began the discussion
Very unique
At 5 pm in the afternoon.
Hot in temperature.
VOGUE WORDS
Are currently in fashion, do not last and can confuse. Remember, you may not be writing to someone of the same generation, who may therefore not understand you.
Example:
We think that you design for the front elevation is really cool.”
