Time is money, as the saying goes, and most business people hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph. For instance, you can always start with "I am writing to you regarding..." and go from there.  Don't concern yourself with flowery transitions, big words, or lengthy, meandering sentences - your intent should be to communicate what needs to be said as quickly and cleanly as possible. Be persuasive in your letter. Most likely the purpose of your letter is to persuade your reader to do something: change their mind, correct a problem, send money or take action. Make your case. It is perfectly fine to use “I,” “we,” and “you” in your business letter. Refer to yourself as “I” and your reader as “you.” Be aware if you’re writing the letter on an organization’s behalf. If you are stating the company’s perspective, you should use “we” so that the reader knows that the company stands behind your statement. If you are writing your own opinion, stick with “I.” Let your reader know exactly what you are trying to say. Your reader will only respond quickly if your meaning is crystal clear. In particular, if there is some result or action you want taken because of your letter, state what it is. Explain your position in as few words as possible. . When describing a situation or making a request, make sure to choose the active voice, rather than the passive voice. The passive voice can make your writing ambiguous or impersonal. In addition, the active voice is more streamlined and straight to the point. For example:  Passive: The sunglasses are not designed or manufactured with attention to their durability. Active: Your company designs and manufactures sunglasses without attention to their durability. Letters are written by people to people. Avoid form letters if possible. You cannot build a relationship with canned impersonal letters. However, stay away from colloquial language or slang such as "you know,"  "I mean," or "wanna." Keep the tone businesslike, but be friendly and helpful.  If you know the recipient well, it's fine to include a friendly line sending good wishes. Use your judgment when determining how much personality to reveal. Sometimes adding a little humor is actually helpful in a business setting, but err on the side of caution before making a joke. Even if you are writing with a complaint or concern, you can be courteous. Consider the recipient's position and offer to do whatever you can, within reason, to be accommodating and helpful. For example, a discourteous complaint might read: “I think your sunglasses suck and I am never buying them again.” A courteous complaint might read: “I am disappointed with the construction of your sunglasses, and I plan to take my business elsewhere in the future.” Most business letters should be concise enough to be one page in length only. But if you have something lengthier, such as a contract or legal findings, you may need additional pages. Use the “second-page” letterhead, which usually has an abbreviated address and is made of the same type of paper as the first-page letterhead. Include the page number on the second and subsequent pages, at the top of the page. You may also want to include the recipient’s name and the date. In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Note that the recipient may contact you with questions or concerns, and say thank you for his or her attention to the letter/matter at hand.
اتبع الأسلوب الصحيح. استخدم الضمائر الشخصية. اكتب الخطاب بوضوح وإيجاز. استخدم الفعل المبني المعلوم. كن متحدثًا عند الحاجة. كن مهذبًا. استخدم ترويسة "الصفحة الثانية" للصفحات الإضافية. لخّص خطابك.