CHAPTER II " Writing a letter"

Writing a letter

II.1. Introduction

The letter is a written document that leaves an impression that can represent solid proof and testimony for or against oneself. We can distinguish two categories of letters: the administrative letter (official) and the friendly letter (unofficial).

The official letter is the essential tool for communicating in professional, commercial or administrative relationships. This category of letter is very codified in content and form. It is subject to rigorous rules of format and writing.

On the other hand, the friendly letter does not obey strict rules of writing or presentation. We have great freedom to write to our friends, parents or colleagues about unofficial facts.

As the administrative letter binds its author and can have significant consequences for its recipient, it must not leave room for any ambiguity (i.e. everything must be clear).

Vague formulas are prescribed; it is necessary to use precise words and clear and unambiguous commitments. The business letter must be:

Short: Because it is often read by a reader in a hurry who must make a decision.

It remains a working tool in the commercial and business environment. You must limit yourself to providing the necessary and sufficient information to settle a transaction, deliver goods, place an order, request payment for a delivery, indicate an anomaly, etc.).

Correct: A rigorous attachment to the truth is an absolute necessity.

Inaccuracy or lies, even by omission, can cause a loss of customer trust and also affect the credibility of your business.

To avoid confusion, do not say: "in response to your letter" but rather "in response to your letter of June 14" because other letters may have been sent after the one you have in your hands but, which you do not haven't received yet.

Don't say "our terms are the same as your previous orders of the same item". This text may force your customer to look in his archives to see what the conditions of old orders were, which may annoy him.

It is better to repeat the text of the conditions as many times as they are valid and mention if necessary that the conditions have not changed.

Cautious: The writer of the letter must be careful to only commit to actions that he can take. 

     For example, avoid giving a delivery date when you know that the product is still in the manufacturing phase at    

     a manufacturer and that it is difficult to predict the timing of its packaging, transport and delivery to customers.

 Courteous: Even the attitude of your correspondent displeases and irritates you, be careful not to show it. 

        You will achieve nothing more by offending him. If he is slow to respond to an urgent letter, do not suddenly  

       accuse him of ill will. Give him enough time so that your letter, which may be incorrectly addressed, can be 

       returned to you by post.

Then write a second time the letter which, out of politeness, you assume to have been lost. Show your good   

   faith; send a photocopy. If it is the good faith of your correspondent that you are questioning, re-send the  

   letter with acknowledgment of receipt.

II.2. The official letter:

The main rules to which the official letter is subject are:

     The layout; the appeal formula, content writing; the polite formula;

a) Disposition rules:

Include details on the format and color of the paper, the positioning of the sender's contact details, those of the recipient, the date and place of issue of the letter, the subject and the references of the person responsible for the file.

Place of elements

-------------------

Sir, Madam, followed by first

and last name, address, postal code,

Phone and/or email address

Mr., Madam, followed by first

 and last name, address function, 

postal code, 

telephone and/or email address 

Top, right 

Lower and date alignment

More above, right

Top, left

Table 1: Regulation  for layout of the letter.

b) Appeal forms:

Appeal formulas are used to appeal, attract attention but also to specify the function or title of the recipient of the letter. The most common expressions are:

 Sir, Madam (generally when we do not know the recipient's position).

 Sir (the Director, the Rector, the Dean, the Mayor, the President, etc.),

 Madam (the Director, the President, the Manager, the Dean, etc.).

 Master (Lawyer, Notary), His Excellency (Ambassador),

 My General, My adjutant, (the military).

  The header:

Businesses pre-design stationery with pre-printed or pre-engraved letterhead in advance. The following information is entered:

 the logo of the company or institution ;

 name and address of the company ;

 telephone number ;

 fax number ;

e-mail address ;

 legal form and amount of capital of the company commercial register registration number, VAT number.

 The layout of the text:

We give here the most conventional layout of the text because it is possible that due to the position of the pre-printed header the layout may change.

• Sender:

If you do not have letterhead, and as indicated in table 1, write the name and address of the sender at the top left of the sheet.

•   Date :

The date is noted at the top right. It should be remembered that a letter without a date is not legally considered an official letter. Mention the place from which you are writing then the date: date in numbers, the month in full, the year in four digits. The name of the day is not indicated.

Ex. October 22, 2022.

• Initials:

We write two groups of capital letters separated by an oblique bar: first the initials of the person who designed the text, then those of the person who typed it.

•   References

We often indicate the registration number given to the letter to which we respond, or a file number under the initials.

• Margins

Maintain a balance of the layout. The left margin should always be wide enough.

•   Object of the letter

This is a summary in a few words of the subject of the letter, which is underlined. It saves the reader time and subsequently simplifies file searches.

• Sheet change

Ellipsis points at the end of the page, a few spaces below the text indicate the transition to the next page. Number at the top of subsequent pages.

•   Signature

An unsigned letter is not considered legally and may be subject to rejection. The signature must always benefit from ample space. Consider interrupting a text early enough to take a second sheet.

Type the title of the signatory, then leave the value of five to seven line spaces, and finally write their name in capital letters.

•   Post Scriptum

It is always written below the signature and announced by the initials P.-S.

•   Attachments

Their purpose is to inform the reader that he will find documents accompanying the letter he receives, and are always indicated at the bottom of the first page, preceded by the initials P.J.