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Doing some administration mostly correspondent sometimes not quite easy. There’s a few things you should learn to make it. Not just learn but you have to practice a lot day by day in every different situation and case. Doing and creating it whether for business or other activity can’t use the same word only the formal letter format similar. But the content you should creating by yourself and it has to suitable with the situation and case you faced that time which is that situation force you to make it. For the formal letter you can learn the format from many source, from internet or books and mostly all of them have the same setting. There's some program too that can ease you to make it too.
Usually they already prepare formal letter template to ease you.
So you can go forward with the things about the content that you going to type. It can be very useful and ease you who had to deal with this kind job. And has to lived daily with this activity, it really will help and make your job easier. Now the next problem and barrier you should solve is all about the content. How to makes good and polite so the people who read it will love it and feel being respect. The letter you make will give a lot of impact to whom read it. It can reduce the tense of the situation that might be so wild and harsh. Whether the problem come from your company or coincident and unpredictable situation, out of your control. In this case the correspondent should take action to give some explanation to reduce everything as formal and using a good word for the whole content so the reader can be relieve and understand what exactly goes wrong. Explanation through phone calls it can be useful too, but sometimes when the situation become so wild and out of the control that would be useless and sometimes it can make it worst. Because everyone very emotional and the harsh word that could be come out from one of them can attract the other got emotional too and so on. Finally nothing solve just make the situation worst.
For some reason above doing some practice day by day will be much helpful mostly for the people who work with this everyday. You can learn how to create the content from many references too such as internet, books, etc. So many sources you can take and use it as your reference, just to make you skillful and creative solve the case you faced.