In practice, a business letter sent by an enterprise, in a way represents the sender before the receiver of the letter. If a business letter succeeds in achieving its objective, it can certainly be called a good business letter. Thus, keeping in mind the objective, it should be a constant practice and effort to write a business letter in a way that it maintains its greatness and quality. A good business letter is generally expected to contain the following characteristics:

A good business letter should essentially contain the characteristic that the subject-matter is object oriented i.e. it helps in achieving the main objective. Therefore, the letter should be written with the sole purpose of concentrating everything on attaining the objective(s) of the organization.

The language used in the letter, the sentence structure and the presentation should be such as may win the heart of the reader and the presentation should be such as may win the heart of the reader and leave a deep impression on him. Language without feeling and politeness may distort the very purpose of writing the letter. The letter should be written with the receiver of the letter in mind. 

In a way, a business letter plays the role of the representative of an organization. Therefore, the style of writing the letter should be simple and straightforward so that the reader can easily understand the basic meaning. Moreover, the language of the letter should be courteous and respectable. It is well said, “Courtesy begets courtesy.”

Every aspect of the letter should be so clear that even a person with ordinary understanding can grasp the substance of the letter by reading it. The letter should not contain any understated facts and ambiguous information. Ambiguity of any kind is the biggest fault of a business letter and should be avoided at all cost. Ambiguity is generally created by the use of long winding sentences and choice of inappropriate and unimpressive words and phrases. This should always be avoided. Clarity is the essence of business letter.

Special attention should be paid to the correctness of language and use of standard terms and phraseology. All the contents and the facts mentioned in the letter should be correct and true and there should be no place for untruths and irrelevant facts in the letter. False and baseless facts and references only create distrust, ill-will and bitterness. Special attention should also be paid to correctness of language  in letters written in response to complaints from consumers.

Politeness, on its own, transforms ill-will and enmity into friendship. Politeness should be fully reflected in the letter because politeness firms up the ground for business deals. A polite business letter helps in convincing.

Keeping in mind the basis objective of the letter, effort should be made to keep the subject-matter of the letter as concise as possible. recognizing the value of time the conciseness of the letter should be maintained as it is convenient both for the writer and the reader/receiver. In order to bring conciseness to the letter, attention should be paid to the following points:
All the aspects related to the main objective should be included in the letter. Important facts and details should not be left our of the letter in the name of conciseness or the understanding of the reader taken for granted. For example, clear mention should be made about the type and quality of goods, their quantity, price and value and packaging etc.

In practice, a business letter sent by an enterprise, in a way represents the sender before the receiver of the letter. If a business letter succeeds in achieving its objective, it can certainly be called a good business letter. Thus, keeping in mind the objective, it should be a constant practice and effort to write a business letter in a way that it maintains its greatness and quality. A good business letter is generally expected to contain the following characteristics:

A good business letter should essentially contain the characteristic that the subject-matter is object oriented i.e. it helps in achieving the main objective. Therefore, the letter should be written with the sole purpose of concentrating everything on attaining the objective(s) of the organization.


The language used in the letter, the sentence structure and the presentation should be such as may win the heart of the reader and the presentation should be such as may win the heart of the reader and leave a deep impression on him. Language without feeling and politeness may distort the very purpose of writing the letter. The letter should be written with the receiver of the letter in mind. 

In a way, a business letter plays the role of the representative of an organization. Therefore, the style of writing the letter should be simple and straightforward so that the reader can easily understand the basic meaning. Moreover, the language of the letter should be courteous and respectable. It is well said, “Courtesy begets courtesy.”





