Essential Qualities of a Good Business Letter

Business Letter is used to convey a written message formally or professionally between the organizations, between the company and clients, to the employees, employers, suppliers, managers, etc. An effective business letter is used in many ways, like sending invoices, offering letters, apologies, invitations, orders, instructions, meetings to be held, allocation of work, etc. An excellent qualified business letter plays a vital role in the workplace. So let's understand what makes a good business letter, parts of a business letter, essential qualities of a good business letter, how it impacts, etc.

As the business letter helps to create a reasonable opinion on the company, one should be attentive and try to impress the receiver with an effective business letter. We should concentrate on the essential qualities of a formal letter to make it more effective. So while writing a business letter, everyone should remember these points. Let us understand the characteristics of a good business letter in detail.

How to Start a Good Business Letter?

We can start a good business letter in a particular format. It has specific rules and regulations to make it more effective. Also, there are different parts of a perfect professional letter. A minimum of 10 to 12 parts is essential for a good business letter. A professional letter can be written in various forms like block style, semi-block and modular block, etc. 

Essentials of Effective Business Letter

While writing an effective business letter, we should consider these essential characteristics as given below:

The tone of the letter should be professional 

One should write a formal letter professionally. The tone of your business letter should be confident, sincere, encouraging and polite. The superiors or subordinates, whoever will read, should be pleased and can feel the liveliness of your letter. It should not appear like a copy-paste or a machine's work. Then only we can say that the essential business letter will act as the best communication tool.

Clarity of Thought

One should write a business letter clearly and concisely. Whatever the sender wants to convey should reach the reader straight away. We should not prolong or add unnecessary stuff to the letter, which leads to miscommunication. The clarity of thought is one of the best characteristics of an effective business letter. 

Organized Information 

It is another essential quality for a good business letter. If you need to send the formal letter to multiple receivers, the information must be organized and it should be clear as to which instruction applies to whom. One also needs to form multiple paragraphs if necessary. The content of an effective business letter should be logical and clear.

Highlight the Special Words with Colour 

It is a great idea to colour the words which you think to get the receiver's attention. You may just highlight the words or phrases you want.  However, make sure of choosing a colour if it needs to give for printing because some colours may not appear.

Auto Text 

It is an additional feature for which we need to modify settings so that the company name, sender's name, etc. some vital information will appear with colour without giving commands. There will be no need to add colour to every word. It helps not only in highlighting but also in saving time.

Show Your Optimism 

A good business letter should build a positive and smooth relationship between the sender and the receiver. It helps to maintain business activities with pleasure.

Estimate the Pulse of the Reader 

The sender needs to forecast how the receiver can react with the proposal posting in that particular business letter. Based on that, the sender needs to write professionally.

Conclude with a Reminder 

The conclusion part of a professional letter should be like a calling option or to make the receiver react etc.

Proofreading 

Proofreading is the most characteristic of a good business letter. Before sending it, it's better to check once or twice is always suggestible. 

These are some of the essentials for a good business letter. Besides these, we have some more characteristics to make the formal letter more effective. They are categorized as Inner Quality and Outer Quality.

Inner Quality

  • Clear

  • Concise

  • Concrete

  • Courtesy

  • Accuracy

  • Well mannered

  • Completeness etc.

Outer Quality 

  • Size, colour, quality of the paper, etc.

  • Envelope

  • Way of folding etc.

Also, the characteristics of an effective business letter can be explained with a principle of 7 C's. It can be shown below.

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Hence, by constituting all the above points, one can say that using all essentials of a business letter only will make it an effective and professional way of communication.

FAQs (Frequently Asked Questions)

Q1. What is a Business Letter? What are Its Types and Importance?

Ans: Business Letter is a way of conveying the message in a written format that is professionally good. The content we use here is clarity of thought, concise, and effective. The effective business letter plays a significant role in organizations. We have various types of business letters. Each letter has a unique format and needs to use different titles. Some of them are, 

  • Offer Letters:- It possesses

    • Job title, description

    • Date of joining

    • Packages, norms, etc.

  • Cover Letters:-  it has essential parts like- 

    • Contact Details

    • Greetings.

    • Subject

    • Content 

    • Conclusion

  • Recommendation Letters:- The essential parts need to include in this are- 

    • Relationship with candidate

    • Qualification of candidates

    • Evaluation of candidates

    • Closing statement

    • Enclosures.

  • Interview Letters:- It has titles like- 

    • Overview

    • Schedule of interview

    • Eligibility Criteria

    • Instructions etc

  • Resignation Letters:- It usually provides while leaving the job. It includes- 

    • Statement of resignation

    • Reason for resigning.

    • Date of joining and leaving.

    • Request for certificates.

    • Thanks to note.

  • Letters from Sellers:- These are used to promote a product. It has,

    • Product details

    • Product description

    • Prices and offers etc.

Q2. What is a Letter? What's the Process?

Ans: A letter is a means of communication in the form of written messages and is in practice from the olden days itself. We have various kinds of letters, namely - formal, informal and semi-formal. We can send these letters offline by post and online by email. First, the writer or sender will write a letter to the person to whom he needs to convey a message. Based on his purpose and relationship, the sender needs to follow the proforma and rules to make it more effective. Then he will send through the postal department if it is online. Otherwise, he will be sent mail from the computer. It reaches to the recipient.

Q3. What is the Significance of Letter Writing?

Ans: As communication plays a vital role in our daily lives, letter-writing also plays a significant role in communication. As we can't see and talk with each other regularly, we use these letters to convey wishes, to give instructions, to apply for something, to relieve from the job, to make requests, to ask apologies, etc. 


The primary importance of sending letters is the message will convey as it is with no change. Chances are less to change written messages than to verbal messages. If we send it orally, it may change through the intermediate sources.