Letter at One Instance or Another. Accountants

¶ … letter at one instance or another. Accountants are of no exception in writing letters. In many circumstances, they are required to write a letter to the government, clients, or fellow professionals. The letters have a common characteristic; they are official. Therefore, they ought to be written appropriately, considering several properties. Among these features should be a well-organized letter, style, the right tone and format (May & May, 2012). Writing a letter in the appropriate way assures the writer that readers will receive the message as intended.

A comprehensive letter requires proper organization. Such a letter should include an introduction, body and a conclusion. The introduction informs a reader about the themes contained in the letter. The body contains discussion of the themes mentioned in the introduction. These themes should be arranged according to their priority. It should be noted that paragraphs of a formal letter should be short and precise. Finally, the letter should have a conclusion that hints about the ending of the letter.

Any effective writing always has conciseness and clarity. This includes formal letters because the readers do not want to spend much time reading. Being clear and concise will also guarantee readers' understanding. They can be achieved with the use of simple words and short sentences (Napthin, 2013). The letters in these sentences should be legible to any reader. Long and difficult words might not communicate the intended message. Every paragraph should have a central idea, which is visible to the readers.

A letter writer must first understand the tone of letter irrespective of its nature. Any formal letter must express respect and courtesy to the reader. The language should also sound formal by choosing words wisely. Although the letter should reflect the personal and conversational tone, it is best to choose the tone most favorable for the letter being written (May & May, 2012). Mainly, the relationship between the writer and reader determine the tone of the letter.

A neat letter is always attractive and effective to any reader. Therefore, when writers are composing letters, they need to consider its appearance in high regard. A major determinant of neat letters is using appropriate stationery. If one is typing the letter, there are available software programs containing designs for creating letterheads. The printing of this letter should surpass the good standards to ensure neatness of the letter in all pages. Although some letters can turn out to be lengthy, majority of them are not more than a page. Another determinant is the arrangement of parts of a letter. They also contribute majorly in maintaining neatness of a letter.

Many organizations utilize standardized letters in numerous occasions. When using them, the writer must be responsive to the readers' needs and concerns (May & May, 2012). Though it could be a formal letter, writers may know the correspondent personally. They are allowed to express friendliness in the letter. For instance, the opening statement could cold be suitable for expressing friendship. However, the writer needs to maintain an official tone.