Replies should be direct, forthright, and responsive to issues raised in the inquiry. Letters should be well organized with pertinent facts, laws, and conclusions logically presented and with irrelevant matter excluded. Courtesy is an essential element in correspondence. Letters should state conclusions simply and the authority therefor. They should not be argumentative or defensive.
Clarity is another essential element of any letter.
Language should be used that the correspondent can be expected to understand. Letters should avoid, to the extent possible, legalistic language, Latin phrases or other expressions generally understood only by those having a technical or legal background or training. Language that requires further interpretation, or is ambiguous or confusing, should be avoided. When technical language is necessary, clarifying examples may be appropriate. See CCDM 39.1.1.9.