Business Communication Skills of a Secretary — Secretarial Practice STD 11 Commerce / Arts — Question

‘Physical appearance’ simply means ‘The look’ of the letter. How it should appear or present itself to the receiver of the letter, what impression should it create? All these depend on the ‘Look’ or ‘Outer appearance’ of the letter. Therefore to make the letter look attractive, attention should be given to the following points.

(a) Paper:
A paper of superior quality should be used. The high cost of such paper is a sort of investment and not an expenditure. A paper of good quality always creates a good impression. Proper colour of the paper must be selected (generally white colour). A quality paper is useful to keep records for long period.

(b) Typing:
The typed letters are more attractive and legible than handwritten letters. However, the typing must be neat, accurate, and clean. Spelling must be checked for its correctness. Electronic typewriters or computers with printers must be used.

(c) Margin:
The proper margin on both sides gives the letter a presentable appearance. The size of the margin depends upon the size of the paper. It is also necessary to leave space at the bottom of the letter.

(d) Spacing:
Proper and enough space between the lines should be left. Spacing should be uniform. Proper spacing between the paragraphs increases the attractiveness of letter writing.

(e) Letterhead:
The design of the letterhead should be simple but attractive and impressive. It should include all necessary details like address, telephone number, E-mail, Fax No. etc. The letterhead has advertising value. It introduces the sender to the receiver of the letter.

(f) Folding:
Though the folding of a letter is a simple matter but not an unimportant one. Folds should be minimum. The number of folds depends on the size of paper used for writing a letter and the size of the envelope used for sending it.

(g) Envelope:
The envelope used for sending a letter should be of the proper size, color, and quality. A right-sized envelope should be used. In simple words, the envelope should neither be too small nor too big. If a window envelope is used, to save time and labour then the letter must be folded in such a way that the inside address shall appear exactly on the window (of the envelope).
It Must Be Noted That – “There Are No Exact Rules for Physical Appearance of A Business Letter. It Depends on Circumstances.”