Composing business lettersBefore writing a business letter, consider whether a telephone call would do better since it is generally cheaper and quicker. A letter however, should be written when the contents must be recorded or when information or suggestions require deliberation. It is also customary to write rather than telephone in response to a formal invitation, or to express one's thanks, congratulations, sympathies or apologies.
When composing a letter consider the following options.
- Roughly plan what the letter should say before writing or dictating
- Keep language and sentences simple and to the point.
- Keep paragraphs short, opening a new paragraph for every new concept or point
- Use courteous language, writing in a manner that you personally would be pleased to accept.
If a letter must be firm, it is particularly important to be aware of, and avoid, phrasing that might be considered offensive or impolite.