below is a letter that i send to all my colleagues on how to write a good letter, and here i am posting on word press

To
My dear engineering friends,
A week ago, my mentor was called by the client, and was complained of , how bitterly he had written a correspondence letter. My mentor, who has currently become Project Manager , and this was his first dealing with the client, did not know about “Virtues” , or “Unspoken laws” of dealing with client. All, he did was write a letter, in a very straight forward manner.
Dear Client
According to the contract, if any extra work would be required, then you need to pay us extra , because of extra man power used.
Sincerely
XYZ.
I know, as you see, that the letter is not “remotely bitter”, but it is just as straight forward as it can be. Just like our engineering structure. As you can see
1> It is simple
2> It is straight forward
3> And it is to the point
4> There is no waste of words, letters, and hence efficient.
I also thought that since it maintains engineering standard, it is good, and I told it to one of my management friend, as they are the one who often deal with clients. He was reluctant to give the answer, as “how to deal with client ?”, is his professional secret, and one have to give lacs of rupees to get the secret, by getting an MBA degree.
Upon imploring , groveling and using all kind of emotional burden that I can get, I tried to get secret about dealing with clients, especially in letters , and he finally buckle.
So, friends here are the secrets , that I hope will help our engineering community to catapault us above management community. And here I present , the secrets of , “how to deal with clients ?”
Rule number one, Respect other people ego.
Being analytically trained, and logical thinking ; emotions are a “mysterious” things to us. It is why we engineers community, has most difficult times in understanding girls. Similarly Ego, is the thing which every client carry, with them, and in every correspondence ego is involved.
In the above letter, client’s ego is not feed, apart from the word “Sincerely”, All he could think, after reading the letter that, “Am I a waiter ?”.
So, the first rule of good writing is feed the clients ego. Now as I see, some of our engineer, will think of using “Your Highness” , “Dear Majesty” , in letter to prove the above point. But dear engineer, feed the engineer ego, don’t make him think that you are doing a “Nautanki”.
To take the analogy, look at how NGO works, when they come to ask for your help. They will first explain there plight, they will tell how much difficulty they are facing, and then they will ask for your help. And we, voluntarily help them, feeling quite good about what we have done. This serve both the purpose of the NGO, and give good taste after you have done that.
Now consider the letter, re written, as if we are from an NGO, and asking for the Client help.
Dear Sir
We are happy to get the pleasure of working with you in this project (to feed the ego).
Sir, before proceeding with the project, there are some minor but important legal issues, that have to be clarified, for which I want to draw attention to.
Sir, since we are working with report X, and during this design, if some changes would come, then our engineers need to redraw and redesign the corresponding structures, which not only amounts to loss of resources, but also loss of time.
Though changes in the report, would be there; but if the changes in the report are drastic, I hope you will look after this matter. (pleading for our plight)

Sincerely
Pqr

I hope, next time, when one of our engineer friend writes a letter, please bear this in mind