【正文】 Use specific examples the reader can relate to. Don’t assume that your reader understands the jargon of your trade. Remember, most letters will be read by people other than the recipient of the letter. These people may be unfamiliar with the technical language or jargon you use. Clarity also means organizing your correspondence or letter so each paragraph deals with only one main idea and presenting your ideas in a logical order. Your letter should not be a collection of random ideas. It should be singleminded in its purpose.This is the cornerstone of effective munication and requires considerable effort on the writer’s part. It includes writing to the reader’s level of understanding, but not down to the reader. It means using language, words, and phrases that reader understands, while avoiding all jargon and unfamiliar words and phrases. It involves coherently and logically ordering thoughts and ideas structuring paragraphs so that each idea has its own place in the correspondence. Good narratives are designed to make the desired impact. Remember, it is writer’s obligation to clearly municate so that the reader can understand, not the other way around. Be clear and straightforward in correspondences. Write what you mean. Don’t write in circles, making reader guess what you mean. Take the following example of a writer who wants to tell a customer about an important organization:My correspondence was initiated to inform you of the high caliber of programs and activities of an organization in which I have enjoyed being involved over the past few years. The County Business Association has served to keep me informed of, and actively involved in, the current political and economic issues affecting small businesses through its monthly breakfast meetings with interesting and impressive speakers, its newsletter on legislative activities in Washington, and several other programs outlined in the attached letter.There are many problems with this example. Let’s start by examining the clarity and directness of the statement. Since the writer of the letter wants to inform the reader about an important organization, why didn’t the writer e right out and do so by writing:I am writing to you about the highcaliber programs and activities offered by the County Business Association, an organization in which I have been involved for the past few years.In the writer’s version of the letter, it is not until the second sentence of the paragraph that we even learn the name of the important organization. If you are writing about a particular subject, and that subject happens to be an organization, why not get its name right up front so the reader might enjoy learning about it throughout the rest of the letter instead of being left in suspense?Instead of using many words (‘‘my correspondence was initiated to inform you of . . .’’), why not say simply, ‘‘I am writing to you about . . .’’? If you e right out and say what you mean instead of beating around the bush, not only are you going to grab your reader’s attention right away, but you also stand a stronger chance of convincing your reader that he or she should go on reading and find out more about what you have to say.l CompleteGood writing includes all the information necessary to make the point and promote whatever the correspondence requests. The data must be designed with a purpose in mind. Random details and thoughts however colorful and interesting, only confuse and the reader if they are not relevant to the issues being raised. Stay on track and make sure you have provided the reader with enough information to encourage the action you seek.Make sure all the information what the reader needs to know. (Do not include details that are interesting but not relevant.) The biggest problem with leaving out information is that the reader has to make assumptions. For example, do not say, “When we last spoke about the situation,” when you can say, “When we spoke on June 8 about hiring a new administrative assistant.”Remember that the reader cannot read the writer’s mind. The reader can only guess at what the writer left out.To write business correspondence should pay attention to the information of the other party needed, and whether you have pletely answered the question. If the buyer accepts the offer, the seller should be quoted in the relevant content by buyer to write the correspondence of accepting the offerGenerally speaking, use 5Ws ( who, what, when, where, why) and “1h”( how) to check what you wrote letters is plete, who orders, and what the ordered goods, when the shipment should be effected, and goods be shipped to where, what terms of payment, if you have special request should also explain why. That can be list as follows:Dear Sirs:Re: SweatersWith reference to your letter of May 8, we are pleased to accept your offer as per your Quotation Sheet No. 1/ 01/ 2005 for the follow:50 doz. Cashmere sweater, small, CIF Hamburg US＄ per doz.70 doz. Cashmere sweaters, medium CIF Hamburg US＄ per doz.50 doz. Cashmere sweaters, large CIF Hamburg US＄ per doz.Packing: Each Sweater to be packed in a poly bag, per dozen in a tin lined carton, with 10 dozen to a wooden case.Payment: 100 % by irrevocable letter of credit and drawn at sight.Delivery: May/ June.We trust you will give this enquiry your prompt and careful attention.Yours Trulyl Concise A concise letter eliminates all unnecessary words. Why use four words, “in as much as,” when you can use one word, “because”? This is not to say that you can’t write long letters, but the longer the letter, the more ineffective it bees. It is better to write a short letter with attachments than a long, detailed one. Short letters are read and remembered。s highly developed inform