THE REALITIES ABOUT POULTRY The Modern Farm - The Realities About Poultry_Seco | Page 136
remembered. You should, therefore, present your most important ideas in the first paragraph.
(As you will shortly learn, you should reserve your last paragraph to request specific action).
•
Step 4: Choose an approach: Business letters usually employ one of two approaches- the direct
or indirect. In the direct approach, you tell the reader in the first paragraph what you want. This
approach is used for presenting good news, requesting information, or ordering something. In
the indirect approach, you lead up to the main point, this appears in the second or third
paragraph. Why the delay? Most likely because your main point is negative or something your
reader will resist (like spending money). Using the indirect approach allows you time to warm
your readers up to the idea.
•
Step 5: Organize, write and revise: Organizing and writing business letters may be difficult at
first. You may have to revise what you write several times before it is ready to send out.
Nonetheless, you should persevere. In time the process will become familiar and the principles
of business writing habitual.
Criteria that should be considered when writing a Business Letter
The following criteria should strictly be followed by whoever gets hold of pen and paper with an
intention of writing a business letter. These are:
The letter should reflect clarity of thought and expression. Before writing the letter, think about
the subject matter and make sure you (the sender) understand you (the sender) want to
communicate.
A variety of sentences should be used. Mix short sentences with relatively long sentences to give
your writing (the sender) flavor.
The right words should be selected carefully to convey the precise meaning required.
Ideas should be expressed logically
Formal language should be used i.e. avoid using slang
The letter should be concise and precise i.e. any irrelevant information should be omitted.
Good formal letters should be polite in tone.
It should address the principle of courtesy i.e. avoid expressions that hurt, irritate or belittle
because they are offending. For example “your negligence”, “your stubborn attitude”, “your
incompetence.” Be sincerely thoughtful of the person’s feelings.
Page 135 of 163