Rules For Effective Business Correspondence
It is very important for you to give honest information to readers, so that readers know they cantrust your organization for accurate and safe instructions.
This eliminates legal actions in case of accident, and ensures the possibility that a recipient will trust your information and develops arapport with you over your correspondence.
Having clear instructions removes the chance that readers will be confused and accidentally dosomething unsafe, or spend more money trying to understand the instructions. Clarity will allowmore people to follow through and reply to your document or e-mail.
Having accurate information is essential in corresponding with employers or employees. Thisensures that all recipients are receiving the same and correct information, making it more pleasant for everyone involved.
Leaving out information or details in a memo or document would result in annoyance fromrecipients, as well as cutting in on valuable resources that might be missed due to the writersinaccuracies. To follow through on instructions, readers need directions that are complete andeasy to understand, and that are free of any missing details.
Allowing the use of an appendix, or table of contents allows readers to easily browse your memoor e-mail gathering the information they need, instead of reading what they don't need. Also,having several places the document is available will help those who might not be able to get toan electronic or print copy and vice versa.
Avoiding 'wordy' documents and easy to follow formats allows readers to view your informationeasier, and eliminates frustrations due to excess information. This helps employees know whatthey need to know faster, and more efficiently.
Memos or e-mails with colloquial language or an unprofessional look may hinder thecreditability of your document or make it sound too juvenile. Adhering to format and languagestandards helps readers feel that your document is legitimate and valid, having nicely designedand printed or formatted text and information.
Having correct information will help show the validity of a document, with no spelling or grammatical errors that would make one feel that your document was carelessly put together.Having punctuation and all information correct, helps readers understand the information andknow that they can trust what is printed, eliminating legal situations as an outcome of accidentsdue to inaccurate information.