Characteristics
of Effective
Business Documents

Image of a desk with a laptop, a coffee, and some papers.


#1 CLARITY

  • The purpose and information contained in the document is clear
    • It is a promotion letter
    • She knows how much she will be paid and when it starts
    • She knows who she is to report to
Image of business letter.


#2 CONCISENESS

  • The document gets to the point and doesn’t drag on
    • It says congratulations
    • Directs employee to contact the author if there are further questions
    • Includes key facts only
Image of business letter.


#3 COMPLETENESS

  • The document contains all required parts or elements and does not lack anything
  • The components of a business letter usually are:
    • Return address
    • Date of letter
    • Recipient address
    • Opening greeting
    • Body of letter
    • Closing salutation
    • Signature
    • Carbon Copy name (if required)
Image of business letter.


#4 TIMELINESS

  • The letter is written on time for its intended purpose
    • The date of the letter and of the relevant information are in line and make sense to the reader
Image of business letter.


#5 PROPER ETIQUETTE

  • the document is free from slang, grammatical errors, short forms, and improper language
    • Use formal titles
    • Use appropriate opening and closing phrases
    • Includes key facts only
Image of business letter.


#6 APPROPRIATE FORMATTING

  • The document is formatted appropriately for its intended purpose
    • All of the examples so far have been of a formal business letter
    • This example is a casual business letter
    • They are written for very different purposes although both are used in a business environment
Image of business letter.