(一) 避免使用陳舊的商業術語
陳舊的與傳統的商業術語(Commercial jargon)對信的內容沒有什麼作用，應該避免使用。
例一： Wordy: We wish to acknowledge receipt of your letter of November 14 with the check for Stg.10 enclosed and wish to thank you for same.
Concise: We appreciate your letter of November 14 and the check for Stg. 10 you sent with it.
例二： Wordy: We take liberty to approach you with the request that you would be kind enough to introduce to us some exporters of cotton textiles in your cities. Would you please introduce to us some exporters of cotton textiles in your city?
Concise: (a) Please introduce to us some exporters of cotton textiles in your city. (b)Would you please introduce to us some exporters of cotton textiles in your city. (注：此類簡潔的表達方式很多。)
(二) 要長話短說，避免羅嗦
通常商業人士每天需要閱讀大量的書信，對開門見山，長話短說，直接切題的信特別歡迎。因此， 寫信要力求長話短說，
刪去不必要的形容詞，如下列句子中的形容詞或副詞刪去後並不影響句子的原意： The proposal is under (active) consideration. The answer is (definitely) correct. I would (rather) think the fare is too high. The (true) facts are as stated.
(三) 要注意每句句子的長短
例如："We would like to know whether you would allow us to extend the time of shipment for twenty days, and if you would be so kind as to allow us to do so, kindly give us your reply by cable without delay." 這句話過分"客氣"，使句子過長而不清楚。內容要求對方同意延期交貨20天，一般情況下，應儘可能提出延期到那一天的具體日期。這句話可壓縮為："Please reply by telegram immediately if you will allow us to delay the shipment until April 21."(如同意我們把交貨延期到四月二十一日，請電覆。)
有的作者為了使人們記住避免使用陳舊的商業術語，專門選擇了一些他認為陳舊的商業術語搞成一首詩： We beg to advise and wish to state That yours has arrived of recent date. We have it before us, its contents noted; Herewith enclosed are the prices we quoted. Attached please find, as per your request, The data you wanted; and not let us suggest Your order be sent, and not held unduly, We beg to remain, yours most truly.
COURTESY譯成"禮貌"。但是根據西方國家函電書籍作者普遍的看法，所謂COURTESY是"客氣而又體諒人"的意思。有的作者還把 COURTESY和POLITENESS這兩個同義詞做了比較，認為：POLITENESS的.客氣只是表現在文章的語句上，而COURTESY則表現在對對方的"體諒"，例如：
a) We have received with many thanks your letter of Oct.7, and we take the pleasure of sending you latest catalog. We wish to draw your attention to a special offer, which we have made in it. [polite]
b) you will be particularly interested in a special offer on page 5 of the latest catalog enclosed, which you requested in your letter of Oct. 7.
You ought to; Perhaps you could…… Your letter is not clear at all; I can't understand it. If I understand your letter correctly... Obviously, if you'd read your policy carefully, You'd be able to answer these questions yourself. Sometimes policy wording is a little hard to understand glad to clear up these questions for you. [courtesy]
怎樣通過各種語言形式來表達COURTESY呢? 這樣的形式很多，現在提供一些常見的供參考：
(一) 把命令變成請求的常用形式：
Please, Will you…….., Will you please……..,如：
a) Will you give us more detailed information on your requirement?
b) Will you please (kindly) let us hear from you on these two points?
(二) 虛擬式(Past Subjunctive From)如：
a) Would you compare our sample with the goods of other firms?
b) We would ask you to ship the goods by the first available vessel.
c) We wish you would let us have your reply soon.
d) This would seem to confirm our opinion.
e) We should be grateful if you would help us with your suggestion.
f) We think if advisable that you should accept this offer at this price.
g) We should(would) like you to let us know the exact amount.
h) Perhaps you might like to have a look at the actual goods.
i) We might be of some service to you in a similar case.
以上的b, f, g, 也可用 will, shall, may, 但是用Past Subjunctive Form則表示更客氣和婉轉些。
(三) 緩和用法(Mitigation)
為了緩和過分強調或刺激對方，常用: We are afraid, we would say, we may(or, might) say, we(would) think, it seems(or would seem) to us, we(would) suggest, as you are (or: may be) aware, as we need hardly point out等等表達法來緩和語氣，如：
a) It was unwise of you to have done that. We would say that it was unwise of you to have done that.
b) You ought to have done it. It seems to us that you ought to have done it.
c) We cannot comply with your request. We are afraid we cannot comply with your request.
d) Our products are the very best on the market. We might say that our products are the very best on the market.
e) You must keep the matter to yourselves. You must, we would add, keep the matter to yourselves.
f) You must cut off your order in half We would suggest that you cut your order in half.
g) We have not yet had your reply. It appears that we have not yet had your reply.
