Conditions or Features of Business Letter

Well drafted and well structured business letter greatly contributes to business success. Business letter helps to create new relationships and to strengthen existing relationships. Therefore such letter should fulfil certain conditions or qualities.

The essential qualities or conditions of business letter use the following:

 

  • Simplicity of language: Business letter should be written in easy, simple and artistic language so that the reader can easily understand the inner meaning of the message. It should be free from ambiguous and unfamiliar words, outworn and stilted expression, vague terms, wordy phrases, complex sentences etc.
  • Definite structure: A business letter should always be written by following a definite structure. Well structured busyness letter can attract the attention of its readers.
  • Specific purpose: Every business letter should have a specific purpose. The language of the letter should be arranged in such a way so that the reader can realize the
    purpose of writing the letter.
  • Relevance: Only relevant information should be included in business letter. Irrelevant and excessive information irritate the readers and create negative impression about the letter and its writer.

Features of Business Letter

  • Accuracy of facts: Business letter should convey accurate information to the reader. Inaccurate information is worse than no information at all.
  • Free form errors: A business letter should be free from all sorts of errors and mistakes like grammatical errors, misspelled words etc.
  • Brevity or conciseness: It is said that Brevity is the soul of wit. Accordingly it is regarded as the life blood of business letter. An informative but squeezed letter it the symbol of writer’s intellectuality. It saves the reader’s time and enhances his inclination towards the letter. So an informative but brief letter can easily achieve business goal.
  • Completeness: A business letter must contain all necessary information so that it can give a complete picture to the receiver. A business letter containing incomplete and partial information cannot serve any business purpose.
  • Courtesy: There is a proverb, Courtesy costs nothing but gains more. In writing business letter the writer should use courteous words to show honor to the readers. A courteous and politely written business letter can easily gain the sympathy of the readers.
  • Timeliness: In business it is commonly said that time is money. So letters should be written in due time. Untimely written business letters negatively affect business relationship and goodwill.
  • Neutrality: Acceptability of business letter depends on its neutrality and impartiality. So the writer should be natural and impartial in arranging information in the letters.

From the above discussion, it is clear that the efficacy and success of a business letter depend on several factors. So the writer should be careful enough to the factors mentioned above in writing letter.

Importance of Circular Letter

Circular letter is one of the most important letters which is written most frequently. Its importance in business requires no explanation. A well furnished circular letter is quite able to win the hearts of many customers at a time. It contributes a lot to combat competition. The importance of circular letter in modern business in discussed below in the light of advantages it provides:

Sending message to mass people: The foremost advantage of circular letter is that it is able to send message or information to a large number of people at a time at a cheaper rate. In fact it provides the advantage of mass communication.

Cost effective: Circular letter is a cost effective method of sending message. Since it can send message to a large number of readers at a time, the reaching cost per reader is reduced tremendously. It in fact, saves money of the organization.

Saving time: Circular letter not only saves money but also saves time. By it a message can be sent to a good number of audiences at a time, hence it saves time of sending message to individual person or customer.

circular_letter_sample

Creating market: Circular letter helps to create new market for existing or new products and services. The message circulated by this type of letter arouses interests in the minds of the people and thus it creates new market for products or services.

Pervasive medium: Circular letter is one of the pervasive media of communication. It can reach everyone irrespective have of age and can reach every corner of any location. Mass people can get information from it very easily and very rapidly.

Prompt publicity of product or service: Circular letter helps publicize goods and services to mass people very swiftly by circulating interesting and amazing news to them. It also produces prompt feedback from the respondents.

Business or market expansion tool: Circular letter is an important tool used for expanding business and market. News related to product, service and customer is given to a large number of people that help to expand the business or market base of a company.

Introducing new product or service: Circular letter is widely used to introduce a new product or service to the mass people or target market so that they show their interest towards it. Product or service information, technological advancement, quality etc are included in the circular to impress the prospective buyers.

Increasing the goodwill of the company: Through circular letters the customers are informed about the social welfare activities, quality of the products, quality of the products, sponsorship in different areas etc. of the company. It enhances the goodwill of the company to the mass people.

It is clear from the above discussion that the importance of circular letter in business is inevitable. We should materialize the advantages provided by it to get maximum benefit from it.