Tips on Writing Contractual Letters

Good writing can be achieved only if properly planned and by following the basic rules of general correspondence, using plain English that is simple, concise, and accurate.

When writing a letter, you have to double-check everything yourself. Though it is so hard to check your own work and you believe that your draft is well structured already, it is still a must to read again so that you can eliminate unnecessary words and phrases, remove basic errors in letters, confirm if the message delivers clarity, practicality and easily understood by the recipient or reader.

Here are the guidelines for writing contractual letters;

1) A Company is not a Person.
The parties to a Contract are singular entities but not people. When referring to Company ABC, the Client, or another party to the Contract, use either the official company name or the terms stated in the Contract (e.g., Contractor, subcontractor, client, customer, etc.).

Do not use I, He, She, Me, We, You, Etc. to describe either the sender or the recipient.

2.  Abbreviations.
If you intend to use abbreviations about anything, it must be as described or defined in the Contract. i.e., BEST, Business Engineering Solutions & Technologies, or equipment, i.e., ACU, etc.. Don’t forget that in its first use, it must be accompanied by the full wording.

 Example:  Best Engineering Solutions & Technologies (“BEST”), Air Condensing Unit (“ACU”)

3. Don't be emotional.
Contractual letters should be impersonal, neutral, and rational. They should not use emotional language to reduce the risk of the respondent's response or act in an emotional way as well.
When your consideration of starting a business is based on those above-listed reasons, your business will surely close or go bankrupt a few months later, and even your invested capital can no longer be recovered.

4. Keep it simple.
In conceptualizing and planning your letter, it must directly and concisely address the pertinent issues.  Keep your statements short, clear, and direct.   Lengthy sentences are complex to read and understand, and it may lead to wrong interpretation because it’s too complex.

By the way,  it is unnecessary to write a long letter because you receive it. 

5. Use the Words in the Contract.
When referencing the Contract, follow the language and terminologies in the Contract. However, quoting clauses in full is not always necessary; using a direct quote is more effective.
Remember, when using a direct quote, use quotation marks such as “ ..” and ideally put the quote in italics.

i.e., Under Clause 2.14.1, “the Contractor shall be entitled, from time to time, to give the Subcontractor the following instruction...”

6. Be firm but not aggressive.
Contractual letters affirm and reserve our rights under the contract. Firm language projects confidence and professionalism. However, do not be aggressive, make inflammatory statements, or use personal slights.

7. Use proper punctuation.
Lack of proper punctuation may lead to confusion, misunderstanding, and meaning because it will be difficult to read. i.e., you’re saying something you didn’t mean. Inaccurate punctuation can be costly because the judge in court may probably decide that ignorance in the use of punctuation excuses no one and/or invalidates claims.

Don’t overcomplicate the wording or statement in your letter. Don’t use statements that believe that the respondent couldn't fully understand. Simple, concise statements are often more effective than long, complicated ones that people find difficult to understand.

In summary, to be direct, straightforward, concise, and accurate, you must just;

1. Be brief; do not use words that do not add value.
2. Keep sentences short so they are more easily read and understood.
3. Just stick to the facts of the issue and do not complicate the letter with unrelated issues.
4. Make sure that statements made are founded on facts or supported by the clauses/conditions of the Contract.