Language of business letter:

The language of business letter should be simple. It should not contain difficult words, phrases or technical jargons. It should have a smooth flow and should be easily understood or it should not require further explanation.

Avoid use of long sentences having many clauses. Sometimes the reader loses the beginning by the time he comes to the end of the sentence.

Avoid negative approach in the letter.

Avoid use of dull and uninteresting language. A letter with permanent style or with same tone of expression at all occasions may become stereotyped in due course. Use variety or a welcoming change in language that befits the particular occasion or pleases a particular person. But the variety should not be at the cost of clarity.

Sincerity of purpose:

Sincerity of purpose is important not only for human relations but also for business dealings. The letter should have an air of frankness and authenticity.

Give importance to the reader:

Avoid self-centered focusing on your own concerns or your business and focus on the recipient’s needs, interests, or purposes. This “you attitude” or recipient oriented style is very useful in winning new customers and maintaining old ones. It does not mean that you should use more of “you” in your letter but you should make recipient the main focus of the letter. However, you should be cautious not to overdo anything in your letter to avoid feel of deception, superficiality or ambiguity.

Adjust oneself to the reader:

Tune your sentences to the taste of the prospective buyer. Mention the advantage a buyer would get without praising your own firm.

Business letter represents the firm, organization or the business. It is like a salesman with a difference. A salesman can instantly rectify his mistake if he has said something that looks unpleasant, but a letter writer can’t.