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THE BODY OF THE LETTER

Its text, its message. A letter should only deal with one specific subject as several subjects may require attention in different departments and may complicate the filling system. Business letters should be simple and clear, polite and sincere, concise and brief. That means using simple, natural, short words and sentences; admittance of mistakes openly and sincerely; using concise words and sentences instead of wordy ones; and avoiding repetition or needless words and information. Express yourself in a friendly way and with a simple dignity.

To make a letter easier to read and to a certain extent more attractive, divide it into paragraphs, each paragraph dealing one idea, one aspect of the subject or giving one detail.

If several paragraphs deal with the same subject-matter (topic or theme), they should fit together smoothly, i.e. each new paragraph giving a new aspect of the topic under consideration should follow the previous one naturally. This is done either by numbering the paragraphs or by using connective words, such as: however, still, yet, but, nevertheless, otherwise, on the contrary, again, also, in addition, besides, so, therefore, in this way, in short, as a result, on the other hand, and some others.

If a letter is lengthy, the paragraphs may be given headings, which may be typed in ordinary or capital letters, followed by a full-stop, colon or a dash.

If the headings are typed in ordinary letters, they should be underlined to distinguish between heading and text.

If more pages than one are written, they should be numbered.

The second and following pages are typed on blank sheets (without the letterhead). The name or initials of the recipient should be placed at the top of left-hand margin of all continuation sheets, followed by the date after the page number.

Apart from those phrases and sentences expressing regret, gratitude and other feelings, given above and used in «The Opening Paragraph» and the following may be useful: