Focus on you instead of I and we Show audience benefit or interest in the receiver Emphasize positive, pleasant facts
See your material from the reader’s point of view Use the positive words
I am delighted to announce that we will be expanding our hours to make shopping more convenient *You will be able to shop evenings with the extended hours We are sure you must be frustrated by the length of time it has taken to ship your order for pencils *The pencils you ordered will reach you with in one week
You are completely off base in your proposal. We have differing interpretations of the utility of the proposal
So what response Legitimate benefits
It is impossible to open an account for you today As soon as your signature card reaches us, we will gladly open---
Use specific facts and figures Put action in your verbs Choose vivid, image-building words
Wheat price are higher Previous year, the wheat price per 40 kg was Rs 650, and this year it has risen to Rs 925
The notes will be provided by the CR CR will provide the notes
I will give consideration to your matters I will consider your matters*
This is a long letter This letter is three times longer than the requirement*
Choose precise, concrete, and familiar words Construct effective sentence and paragraph— length, unity, coherence
After our perusal of the pertinent data, the conclusion is that a lucrative market exists for the subject property. The data we studied show that your property is profitable and in high demand.
Being an excellent lawyer you can help us, I am sure As you are an excellent lawyer, you can surely help us*
The airplane finally approached the speed of sound, and it became very difficult to control As it finally approached the speed of sound, the airplane became very difficult to control.
Be sincerity tactful, thoughtful, and appreciative Use expressions that show respect Choose nondiscriminatory expression
Use the right level of language Check accuracy of figures, facts, and words Maintain acceptable writing mechanics
Competence—knowledge Character—honesty Composure—calmness, manner of presentation Sociability—social link Extroversion—out spoken Competence—knowledge Character—honesty Composure—calmness, manner of presentation Sociability—social link Extroversion—out spoken