The body of a letter, which begins two lines after the saluta- tion, is the actual text of the message being conveyed. While you may not be the person actually composing most of the communications in your workplace, knowing the components of an effective communication will be valuable information when you’re typing or editing those communications. In addi- tion, if you show yourself knowledgeable about such matters, you may find your supervisor or office manager turning over some of the correspondence to you.

The body of a letter consists of three essentials: a beginning, middle, and an end. Because business and professional peo- ple are busy, the beginning of a letter should tell them what they want or need to know up front in the first sentences. This can include

• A reference to any important previous correspondence

• A brief statement of the subject and purpose of the letter

The body should establish a satisfactory tone, generally pleasant—not harsh, critical, or arrogant.

The middle paragraphs of a letter develop and support the case or main idea. They may also

• Present questions that need answering

• Answer the ones posed by the reader

• Address the reader’s complaint

• Supply the information mentioned in the opening

In short, the middle is the place to make sure the reader understands the what and why of the letter.

Endings are especially important parts of letters because, in most cases, what readers remember in a document or letter is the last thing they read. So the ending is the place to

• Restate the letter’s desired action

• Leave the reader with a lingering, positive impression of the writer and the company or organization represented

• Influence future business

Taken from the professional Communication workbook

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3 years ago