Encl. As stated
Section C Writing Rules for Business Letters
Business correspondence is still a basic activity involved in trade, and remain a very important form of communication even nowadays.
They deliver their companies’ images to the public.
Business letters are often an arrangement or regarded as evidence of a contract.
They are written for information exchange and bridge over the desires between buyers and sellers.
The most effective letter should be easy to read and easy to understand. They must be friendly and courteous.
We should bear in mind the point that business letters play an important role in the development of goodwill and friendly trade relationships.
Generally speaking: consideration, completeness, correctness, concreteness, conciseness, clarity and courtesy.
Consideration
Try to put yourself in his or her place to give consideration to his or her wishes , demands, interests and difficulties.
Find the best way to express your better understanding and present the message.
That enables a request to be refused without killing all hope of business or allows a refusal to do favor to be made without harming friendship.
Correctness
Correctness means not only proper expressions with correct grammar , punctuation and spelling, but also appropriate tone which is a help to achieve the purpose.
It is likely to convey the real message in a way that will not cause offence even if it is a complaint or an answer to such a letter.
Business letters must be factual information accurate figures and exact terms in particular, for they involve the right, the duties and the interest of both sides often as the base of all kinds of documents.
Therefore we should not understate nor overstate as understatement might lead to less confidence and hold up the trade development. While overstatement throws you into an awkward position.
Comp