How to Write Effective Business Correspondence

The nature of correspondence has largely changed from a more formal to more informal, conversational, and personal writing. David V. Lewis suggests a few ways to “sell yourself and your company to the public.”
1. Write for him, not to him: the letter should be reader-oriented rather than writer oriented. So, use you, and your more than we and our. “The most powerful letters appeal to basic needs and emotions rather than to purely logical reasons.”
2. Personalize your letter: The letter should have human element in it. “In orienting your letter to the reader, fill it with ‘you,’ ‘your,’ and ‘yours.” Use ‘I’ and ‘me’ sparingly.”
3. Mastering tone: Use appropriate tone to avoid any negative effects on the reader. However, tone requirements may vary in different situations.
4. Write the way you talk: “The consensus clearly is that informal, natural business writing is in, stilted business writing is out.” You can use contractions, but carefully, as they give spontaneity to your writing.
The Royal Bank of Canada:
Business letter can benefit from informality and friendliness of family letters. A few techniques to write effective letters:
1. Know your reader, anticipate the question your readers may ask. Be aware about reader’s interest.
2. Know your product.
3. Let your personality show.
4. Show some style.
5. Use suitable formulas.
6. Selling needs ideas.
7. Use appropriate tone.
8. Read your letter critically.
9. Follow through.
Sum: “know why you are writing and what about; believe in what you are writing; be tactful and friendly, and truthful; base your appeal on the prospect’s interests … and check your letter and revise it.”