Читать книгу Instant Business Letters - Iain Maitland, Iain Maitland - Страница 31

As a general rule, the letter must be clear and easy to understand. Use language to suit the recipient. Obviously, it is inappropriate to include technical expressions when writing to a member of the public. Similarly, it is unwise to incorporate simplified language when addressing a specialist in the field. In both instances, the recipients will feel alienated. Try to use short words, phrases and sentences whenever you can, as these tend to be unambiguous and are less likely to be misinterpreted. Steer away from in-house jargon, slang and local or regional expressions, which increase the risks of misunderstandings.

Your letter should also be concise, regardless of the subject. For example, the reader wants a straightforward apology, not a rambling explanation of the complexities of the matter. He or she requires an acceptance or a rejection of a request for a cash discount, not an aimless discussion on the respective pros and cons of such a policy. Keep that letter short and direct. Check through your draft, constantly asking yourself whether the statements are all relevant to the recipient. If not, eliminate them. Set out the rest of the points as crisply as you can. Avoid repeating yourself. State what you have to, move on and finish.