Clearness
Your letter should not leave any doubt to your reader's mind as to what you mean. Write simply and directly. Present one idea at a time in each sentence before you move on to the next paragraph. Arrange your sentences in a way that is easy for your reader to follow. Do not jump from one sentence or topic to another. Be coherent.
Not clear: He had a nice painting in his gallery of which he was very proud.
Was he proud of the painting or of the gallery?
Clear: He was very proud of the nice painting in his gallery.
Do you see the difference? In your letter, avoid ambiguity, vagueness and doubt, as these will only confuse your reader.
Conciseness
Conciseness is simply expressing your ideas in the fewest possible words without sacrificing completeness of meaning. Wordiness suggests fuzzy thinking while conciseness reflects keen thinking. When you write concisely, you express an entire thought in a matter of few, well chosen words.
Let us compare these letters:
It is my wish that each and everyone of you who receives this letter and has a worthy suggestion to make, please do what you have to say on the enclosed folder, affix your signature therein, and send it to the mail at once, so that I may know his opinion the soonest possible time.
Given the example above, the writer wrote 55 words, when it can be said in 14 words as shown in the example given below:
Given the example above, the writer wrote 55 words, when it can be said in 14 words as shown in the example given below:
Please write your suggestions on the enclosed folder and mail it to me immediately.
Here is another interesting contrast in conciseness:
Here is another interesting contrast in conciseness:
(88 words)
I received your letter of January 7 in which you state therein that the package you received did not arrive on time, and that the contents of five vases were damaged beyond repair.
While it is not necessary for us to tell you how much we regret this inadvertence on our part, you have our assurance that we shall send you at once the replacement at the soonest possible time.
We thank you for calling this incident to our attention and hope to do business with you again.
(56 words)
Thank you for calling our attention the matter of the the damaged five vases referred to in your letter of January 7.
We regret that this incident happened and assure you that we have taken steps to prevent this from happening again. The replacement is now en route which you will receive within 5 business days.
Correctness.
Your letter should be correct in physical make-up, free of any error in grammar, sentence and paragraph including punctuation and capitalization.
This topic merits considerable study as many writers, sad to say, fail in this aspect. I shall discuss at length this very important topic in my coming blogs under a separate post.
Concreteness
Using definite, specific, and concrete words that illustrate a picture vividly in the mind of your reader will give life and meaning to your letters. It is well to avoid abstract and general terms as these will only confuse and bore your reader.
Let us use the example given in "The Making of a Successful Writer" which best illustrates concreteness:
An ordinary writer would write, " Our menu is very appetizing".
But to the imaginative writer, " Our steak has a matchless aroma and flavor, with a richness you will find like no other; the richness and fullness of luscious, especially grilled , marinated meat, blended with spices and herbs and delicate seasoning. . . "
Cheerfulness
Who does not want in the company of cheerful people? Cheerfulness is one of those qualities that attract others to them. It conveys a message of friendliness, ease, confidence and optimism to anyone who receives it. Write positively rather than negatively; be polite and courteous; avoid anything that might offend your reader; avoid brusque and tactless language. Use your letters to build friendship among your readers rather than court contempt because of inconsiderate and offensive words.
Consider the letter below which shows a great deal of cheerfulness:
Correctness.
Your letter should be correct in physical make-up, free of any error in grammar, sentence and paragraph including punctuation and capitalization.
This topic merits considerable study as many writers, sad to say, fail in this aspect. I shall discuss at length this very important topic in my coming blogs under a separate post.
Concreteness
Using definite, specific, and concrete words that illustrate a picture vividly in the mind of your reader will give life and meaning to your letters. It is well to avoid abstract and general terms as these will only confuse and bore your reader.
Let us use the example given in "The Making of a Successful Writer" which best illustrates concreteness:
An ordinary writer would write, " Our menu is very appetizing".
But to the imaginative writer, " Our steak has a matchless aroma and flavor, with a richness you will find like no other; the richness and fullness of luscious, especially grilled , marinated meat, blended with spices and herbs and delicate seasoning. . . "
Cheerfulness
Who does not want in the company of cheerful people? Cheerfulness is one of those qualities that attract others to them. It conveys a message of friendliness, ease, confidence and optimism to anyone who receives it. Write positively rather than negatively; be polite and courteous; avoid anything that might offend your reader; avoid brusque and tactless language. Use your letters to build friendship among your readers rather than court contempt because of inconsiderate and offensive words.
Consider the letter below which shows a great deal of cheerfulness:
Thank you for your interest in our Dinning Room Show Case which was exhibited last January 7 to 10, 2011 at the Philippine International Trade Center, Manila, Philippines.
All the household furnishings showcased in the event are crafted to perfection by local masters from all over the country, using only the best materials available sourced from both local and foreign countries. We take pride in our products and offer only the best to the most discriminating clients like yourself.
Enclosed is a brochure of our Dinning Room Show Case, containing details of the dimension, the materials used, including the price and terms of payment.
Please fell free to contact us at (02) 655-5792, or visit us anytime at our showroom located at ground floor of The Gallery, Pasong Tamo, Makati City, and we will be more than happy to assist you in any way we can.
Again, thank you for your interest in our products and look forward to serving you soon.
Courtesy
Courtesy implies deference, respect and consideration. Little words or phrases of courtesy always encourage positive response from the one who receives them. Expressions such as "Please" or "Thank you" are always appreciated when they are used sincerely and not in a mechanical way. Therefore, avoid all statements that may offend your reader.
Perhaps the example given above deserves a second look.
Consideration
Before you begin to write, consider the person to whom you are writing, why he should be interested in you, what you can say that will arouse his interest, and the most effective way of saying it.
Character
A letter that has character reveals the individuality and distinctiveness of the writer's personality. Such a letter is free of worn-out and mechanical expressions. Be creative and original in writing letters. Choose your words or expressions carefully and arrange them in a creative way that your reader will remember you and what you have written. This is character at its best!
Courtesy
Courtesy implies deference, respect and consideration. Little words or phrases of courtesy always encourage positive response from the one who receives them. Expressions such as "Please" or "Thank you" are always appreciated when they are used sincerely and not in a mechanical way. Therefore, avoid all statements that may offend your reader.
Perhaps the example given above deserves a second look.
Consideration
Before you begin to write, consider the person to whom you are writing, why he should be interested in you, what you can say that will arouse his interest, and the most effective way of saying it.
Character
A letter that has character reveals the individuality and distinctiveness of the writer's personality. Such a letter is free of worn-out and mechanical expressions. Be creative and original in writing letters. Choose your words or expressions carefully and arrange them in a creative way that your reader will remember you and what you have written. This is character at its best!
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