When businesses write letters, it's important that they keep several key points in mind. Business letters often contain 8 C’s -- clarity, conciseness, consideration, courtesy, concreteness, cheerfulness, correctness and character.
The first element of all business letters is that they should be clear. This includes the purpose of the letter and words used within the text. Clearly state your point near the beginning to allow the reader a clear understanding of the letter's purpose.
Avoid using extra words in a business letter. The element of conciseness refers to stating an idea in the fewest words possible. Don’t add superfluous information or extra words to fill space. Simply state the information that's important and pertinent, and leave it at that.
A business letter should also be considerate. This element is important because you must think about the reader and his feelings and point of view. Make the letter about him and not you.
Business letters should show respect to the reader and should demonstrate the writer’s personal respect for the reader and the company he works for.
Concreteness refers to using vivid wording within the letter that appeals to the reader’s senses. If a business letter is dull, the reader may skim through, missing important points.
When writing a business letter, demonstrate a positive attitude that expresses joy and cheer.
A business letter must always be accurate. This means ensuring every word within the document contains accurate facts and figures. This includes proofreading the letter to check for grammar and spelling mistakes.
Every business letter should show a bit of uniqueness from the writer. This gives the letter character and may make it more interesting.