Qualities of a Good Letter

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A letter is written with a clear objective. The effectiveness of letter determines the achievement of such objective. An effective letter develops a positive impression and encourages the receiver to do the jobs in the writer wants. The effective letter is one which possesses following qualities:

  • Clearness
    The matter of the letter must be clear to the reader. The letter must have simple, short and sweet words and sentence so that it will be clearly understood by the reader. If the word I not familiar then the meaning is not clear. So, the letter must be clear and understanding.

  • Correctness
    The language used must be correct. The letter containing important information, messages should be accurate with no spelling errors. There must be a proper use of grammar, figures and data.So, the letter must be correct about facts and figures and statement to be a good letter.

  • Completeness
    The letter must have all the information which a reader wants. Incomplete communication system doesn’t provide the meaning of information ideas and other facts and incomplete organization and its department. Hence, the letter must be complete so that it doesn't add confusion, waste time, money and efforts.

  • Conciseness
    The letter must contain only necessary discussion it should not be more than what makes the meaning of the letter clear to the reader. The letter must be short and sweet. Lengthy sentences and repetitions must be avoided. Words must be carefully chosen. So, the letter must have the quality of conciseness.

  • Attractiveness
    The appearance of the letter also determines the quality of the letter. The letter must be attractive. The letter must have proper designs and should be computer typed and printed on letter pad with a letter head. The letter must be folded properly and should be put in a right sized enveloped to make it attractive.

  • Coherence
    The letter must include the matters of the letter in a sequential manner. One information should be followed by other information in a sequence and one paragraph should be supported by another paragraph. So, the letter must be a coherence to be a good letter.

  • Courtesy
    A letter must show politeness, positive attitude and friendly behaviour towards the reader. A courtesy letter helps to increase goodwill and creates a warm relationship. So, the letter must give respect to the feeling of the reader.

  • Creativeness
    The effectiveness of a letter depends on to a great extent on its coherence or writer should not try to copy the phrases, sentences, and style from others. Only creative and original writing helps in impressing and convincing the receiver.

  • Effectiveness
    When all the above qualities are fulfilled then the letter is regarded as an effective letter. An effective letter achieves the objective properly. The letter must be written in accordance with the rule then it will be effective.

  • The effort of letter writing is meaningless if the matter of the letter is not clear to the reader.
  • The clearness of the letter depends on its correctness. 
  • The letter should include all the information that the reader wants.
  • The writer should never write more than what makes the meaning of the letter clear to the reader.
  • A letter should be written by giving due respect to the feeling of the reader.  
  • A courtesy letter always helps in increasing good will and maintaining warm relations. It costs nothing but pays many things.

A letter is written with a definite objective. The achievement of such objectives depends upon the effectiveness of the letter. An effective letter gives the positive impression and impels the receiver to do the jobs in the writer wants. The effective letter is one which possesses following qualities:

  1. Clearness
    The effort of letter writing is meaningless if the matter of the letter is not clear to the reader. In order to make clear to the reader, it should be drafted by using simple, short, sweet words and sentences. The intention of the writer can be understood by the reader only when the letter is written clearly.

  2. Correctness
    The clearness of the letter depends on its correctness. The letter should be correct in terms of language and information. The writer should draft the letter by using correct spellings, words, grammatical structure, sentences and giving the correct information, data, and figures.

  3. Completeness
    A letter, on one hand, should be concise and, on the other hand, should be complete. The letter should include all the information that the reader wants. An incomplete letter adds confusion, wastes time money and efforts.

  4. Conciseness
    A letter should be as short as possible. The writer should never write more than what makes the meaning of the letter clear to the reader. An unnecessary discussion should be avoided and economy of words should be enforced.

  5. Attractiveness
    The letter should be attractive in its appearance. The proper document design plays a prominent role to make the letter attractive. It should be folded properly and should be put in a right-sized envelope.

  6. Coherence
    Effectiveness of a letter depends to a great extent on its coherence or unity. Coherence means writing the matters of the letter in a sequential manner. One information should be followed by other information in a sequence and one paragraph should be supported by another paragraph.

  7. Courtesy
    A letter should be written by giving due respect to the feeling of the reader. Courtesy or politeness is achieved by showing attitude and friendly behavior towards the reader. A courtesy letter always helps in increasing good will and maintaining warm relations. It costs nothing but pays many things.

  8. Creativeness
    Effectiveness of a letter depends to a great extent on its coherence or writer should not try to copy the phrases, sentences and style from others. Only creative and original writing helps in impressing and convincing the receiver.

  9. Effectiveness
    An effective letter is one which achieves its objectives. It impels receiver to do just what the writer wants. If the letter possesses all the qualities discussed above, it is regarded as an effective letter which fulfills the purpose of it writing.
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  • Which one of them is a quality of good letter?

    unattractiveness
    clearness
    incorrectness
    incoherence
  • The effort of letter writing is ______ if the matter of the letter is not clear to the reader.

    effective


    meaningless


    meaningful


    achieved


  • The writer should draft the letter by using correct ______.

    words


    all the options are correct


    none of the options are correct


    spellings


  • An incomplete letter ______.

    all the options are correct


    wastes time 


    adds confusion


    wastes money


  • Writing the matters of the letter in a sequential manner means ______.

    correctness


    courtesy


    coherence


    clearness


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