Letter Etiquette Guide

The tone of your business correspondence can make or break professional relationships. Here's how to strike the right balance.

Key Principles:

Be Concise but Complete

• Get to the point quickly


• Include all necessary information


• Avoid unnecessary words or phrases


• Use active voice when possible

Maintain Professionalism


• Avoid slang, contractions, and casual language


• Use formal vocabulary appropriately


• Keep personal opinions separate from facts


• Stay objective and diplomatic

Show Respect


• Use proper titles and names


• Acknowledge the recipient's time and expertise


• Express appreciation when appropriate


• Be courteous even when delivering bad news

Common Tone Mistakes to Avoid:


• Being too casual: "Hey there!" or "Thanks a bunch!"


• Being overly formal: Outdated phrases like "enclosed please find"


• Being demanding: "You must..." or "I need this immediately"


• Being vague: "ASAP" or "soon" without specific dates

Effective Professional Phrases:


• "I would appreciate your consideration of..."


• "Please let me know if you need additional information"


• "I look forward to hearing from you"


• "Thank you for your time and attention to this matter"

Adjusting Tone by Relationship:


• New contacts: More formal, include full context


• Established relationships: Slightly warmer, can reference past interactions


• Internal communications: Professional but less formal than external


• International correspondence: Extra courtesy and cultural sensitivity