As you work hard for completeness, keep the following guidelines in mind:
Why do you write the letter, what are the facts supporting the reasons, whether you have answered all the questions asked or not and what the reader is expected to do.
Concreteness
What the letter comes to should be specific, definite rather than vague, abstract and general.
Take, for example, some qualities or characters of goods that should be shown with exact figures and avoid words like short, long or good.
Give specific time (with date ,month, year and even offer hour, minute if necessary).
But avoid expressions such as yesterday, next month , immediately and etc.
Conciseness
Conciseness means complete message but briefest expression with no sacrificing clarity or courtesy.
A good business letter should be precise and to the point.
Single words are more efficient than phrases.
Wordy languages and redundancy require more time and money to type and to read.
They are not what modern business people want.
Clarity
Keep constantly in mind what you want to say in your letter.
It is welcomed if you express yourself clearly and directly in the simplest language.
Plain, simple words are more easily understood.
A properly paragraphed message is required for the purpose of clarity.
For instance ,we use semimonthly instead of bimonthly for two times a moth., because bimonthly may mean both two times a month and once every two month.
Courtesy
Courtesy means to show tactfully in your letters the honest friendship, thoughtful appreciation, sincere politeness, considerate understanding and heartfelt respect.
Answer letters in good time and write to explain why if you fail to do it promptly.
Even if you don’t think the recipient is right, you should still respond tactfully and politely.
Sometimes it is a help to use you-attitude instead of I-attitud