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which helps to develop and maintain good relationship with customers, suppliers,
government, and stockholders.
Goodwill of the organization: Correspondence helps to increase goodwill of the
business because effective letter writing creates positive impression on the readers. So,
it helps to develop positive attitude and impression about the activities and products,
which ultimately helps to increase the goodwill and reputation of business.
Present as proof: As correspondence is performed in written form, it can be preserved
and presented as proof to settle the disputes and misunderstanding if arises.
Source of information: Correspondence acts as a huge source of information for
internal and external user. Plans, policies can be made and right decisions can be
taken on the basis of correspondence.

Essentials of a good letter

Letters are written for business convenience and, as such, they should be impressive
and purposeful.

However, to define the essentials of a letter in the limits of language is very difficult,
if not impossible. In the English language the necessary characteristics of an ideal
letter are called the Eight Characteristics of commercial letters or the Eight C’s of
commercial correspondence. The essential characteristics are given below:

1. Neatness and correctness

Correctness is the first quality of a letter. What to talk of a letter written by people,
people hate even a good message if it is written in a dirty and ugly manner. Whatever
details and statements are written in letter must be correct and true. Honesty is the
very first essential requirement of any business. By a false statement we may succeed
in taping a customer, but dishonesty never pays twice. The essence of truth in a flower
of business is the basic requirement of attracting the bee of a customer permanently.
Correctness here also means there should be no error of spelling or grammar.

An error in the setting of words can land the writer in great trouble and sometimes it
may leave an adverse effect also.

2. Conciseness
Conciseness is an inseparable quality of a letter. No unnecessary fact should be
mentioned in a letter. This can make the letter unnecessarily lengthy. However,
necessary facts or clarity should not be sacrificed for the sake of brevity.
3. Simple and comprehensive

The letter should be written in a simple language so that the addressee can understand
its meaning. The letter should not be made complicated by using unnecessary difficult
words. The addressee should not be forced to consult a dictionary for understanding

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