In business, a letter’s format and appearance are important since an odd format or poor appearance can distract readers from the content. Moreover, a messy letter conveys an implied message: The writer doesn’t care about the reader. To avoid such problems, Washington D.C. Translation services follow standard conventions (heading, inside address, etc.), use an accepted format (e.g., block, modified, AMS), and be sure the letter’s appearance doesn’t call attention to itself. Lastly, never sign a letter until you’re sure it’s perfect. Remember: Regardless of who processes the letter, if you sign it, you are responsible for its appearance and content.
A letter creates a relationship between you and your reader. Therefore, Houston Translation workers suggest that effective letters always have a you perspective; that is, the letter’s tone should show respect and concern for the reader’s feelings and attitudes. If you bury readers in clichés, letterese, and pompous, inflated prose, they are bound to conclude that you care little about your relationship to them. Thus, consider your readers; use plain English and a pleasant tone.
Because your reader will react favorably, good-news letters such as favorable replies to requests and claims should begin directly, that is, the major point or idea should be stated first. Once you’ve given readers the information they want, follow up with supporting details.
Bad-news messages, on the other hand, should begin indirectly, since readers are more likely to accept your refusal once you’ve given an explanation.