It is a fact that some correspondence is extremely complex, and letters in reply are equally complex.
That can cause real problems for businesses. Not only is the letter itself complex, and often lengthy, the layout of the letter can be difficult.
It isn't cost effective to deal with complex correspondence on an ad hoc basis.
You need a systemic approach.
Fortunately, using macros and software, you can simplify the problems greatly, even if you still have to write a book in reply.
The principles are relatively easy:
Writing the letter
Clarity is the essential requirement for both parties involved in complex correspondence.
It's best to stick to the same descriptions of subjects and terminology as the original letter.
If you've been lucky and the writer was systematic in their letter, you can use the same sequence of topics as in their letter in reply. This makes your letter instantly readable.
Do NOT include extra materials in replies complex correspondence if you can possibly avoid it. List any enclosures in a separate sheet.
The example below is an example of letter structure. As you can see, the headings are set out in generic topics, accounts, policy and contract issues all kept separate from each other. A brief index of headings is given at the start of the letter.
Approval of construction contract (title of contract)
I refer to your letter of (date) concerning matters arising from the above contract.
Please find attached below:
Contract overview Page 2
Accounts Pages 3-8
Policy issues Pages 9-12
Legal advice Pages 13-15
Please find also:
Separate list of enclosures of materials related to letter text Pages 1-2
Please contact me immediately if any of the materials described are not received.