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Routine letters, according to Wikipedia, are used for many tasks in the business sector. A good example of the use of routine letters is to inform, persuade, complete a determinate action, or to ask for information and further. Writing routine letters is one of the most helpful ways to communicate with your customers, therefore, it’s very important to follow the rules of creating direct requests, direct replies, and goodwill messages. Successful routine letters contain several attributes such as clear content, goodwill tone, and correct form.

The writing process includes three phases: analysis, anticipation, and adaptation; research, organization, and composition; revision, proofreading, and evaluation. Direct requests can be divided into three groups: information or action request letter, order letter, and direct claim letter. Although these three types of letters have different purposes, they have very similar attributes in the writing process. In fact, working with the direct pattern requires the writers to put their request first, followed by a detailed explanation of the purpose, and finally, showing appreciation and end date.

The second type of routine letter is direct replies. They consist of complying with requests, recommendation letters, and adjustment letters. Creating direct replies has some similarities with writing request letters, such as stating the purpose directly at the beginning, explaining supporting information in the body, and ending the letter with a pleasant expression. However, there are also some additional factors to be considered when writing replies, and these factors are: using a subject line, providing information about the candidate, and winning the confidence of your customers or clients.

Goodwill messages are the third type of letter. When writing a goodwill message, you have to ensure that it’s selfless, specific, sincere, spontaneous, and most important, that you keep it short. This is known as the 5 S in writing goodwill messages. But before we go any further, we have to ask ourselves, what is a goodwill message? Well, goodwill messages are used often in the workplace to show a sense of kindness and friendliness. Good examples of a goodwill message are congratulatory messages, messages of appreciation, positive feedback, expressing thanks, accepting praise, and offering assistance.

But then, are goodwill messages important? Yes, they are important in building relationships with colleagues, customers, and other business people. In order to make goodwill messages very effective, you have to ensure that they are honest and sincere. So, in other words, make sure you avoid exaggerating, and thus you have to back up your compliments with specific points and give restrained praises. Now, this takes us to the question: “how do you write a goodwill message?”

When writing a goodwill message, your goal is to show genuine kindness. So, whether expressing approval, support, gratitude, appreciation, recognition, concern, or condolences, ensure that you are sincere in your remarks. Make sure that you keep your letter focused on the recipient and not on yourself or your company. Thus, do not write a goodwill message solely for the purpose of making a sales pitch.