On the basis of your reading of the given passage, make notes on it using headings and subheadings. Use recognizable abbreviations (minimum four) and a format you consider suitable. Supply a suitable title to it.
A good business letter is one that gets results. The best way to get results is to develop a letter that, in its appearance, style and content, conveys information efficiently. To perform this function, a business letter should be concise, clear and courteous. The business letter must be concise: don't waste words. Little introduction or preliminary chat is necessary. Get to the point, make the point, and leave it. It is safe to assume that your letter is being read by a very busy person with all kinds of papers to deal with. Re-read and revise your message until the words and sentences you have used are precise. This takes time, but is a necessary part of a good business letter. A short business letter that makes its point quickly has much more impact on a reader than a long-winded, rambling exercise in creative writing. This does not mean that there is no place for style and even, on occasion, humour in the business letter. While it conveys a message in its contents, the letter also provides the reader with an impression of you, its author: the medium is part of the message. The business letter must be clear. You should have a very firm idea of what you want to say, and you should let the reader know it. Use the structure of the letter-the paragraphs, topic sentences, introduction and conclusion to guide the reader point by point from your thesis, through your reasoning, to your conclusion. Paragraph often, to break up the page and to lend an air of organisation to the letter. Use an accepted business-letter format. Re-read what you have written from the point of view of someone who is seeing it for the first time, and be sure that all explanations are adequate, all information provided (including reference numbers, dates, and other identification). A clear message, clearly delivered, is the essence of business communication. The business letter must be courteous. Sarcasm and insults are ineffective and can often work against you. If you are sure you are right, point that out as politely as possible, explain why you are right, and outline what the reader is expected to do about it. Another form of courtesy is taking care in your writing and typing of the business letter. Grammatical and spelling errors (even if you call them typing errors) tell a reader that you don't think enough of him or can lower the reader's opinion of your personality faster than anything you say, no matter how idiotic. There are excuses for ignorance; there are no excuses for sloppiness.
Answer1. Conciseness (Cns)
$\rightarrow$ Avoid unnecessary words, get straight to the point
$\rightarrow$ Keep introduction brief and minimal
$\rightarrow$ Assume the reader is busy and value their time
$\rightarrow$ Revise for precision in wording and sentences
$\rightarrow$ Short, direct letters have more impact than long ones
2. Clarity (Clr)
$\rightarrow$ Have a clear purpose and message
$\rightarrow$ Organize content logically: intro, body, conclusion
$\rightarrow$ Use proper structure to guide the reader
$\rightarrow$ Break up the text into paragraphs for better readability
$\rightarrow$ Ensure all details (dates, references, etc.) are clearly presented
3. Courtesy (Cty)
$\rightarrow$ Avoid sarcasm or insults; maintain professionalism
$\rightarrow$ If you're right, state it politely and provide reasoning
$\rightarrow$ Specify expected actions from the reader
$\rightarrow$ Pay attention to grammar and spelling to maintain respect
$\rightarrow$ Sloppy writing damages professional reputation
4. Style (Stl)
$\rightarrow$ Ensure the tone is appropriate, with clarity prioritized
$\rightarrow$ Humor can be used, but should be limited and suitable
$\rightarrow$ The appearance and style contribute to the overall message