Essential Letter Writing Strategies
Most letter writing is definitely an area where most people seek help or guidance when it comes to daily writing.
More than 55% of my site visitors look for such
letter writing information or assistance. Follower
lists the top ten letters requested by the person
on, in order of popularity:
* Recommendation letter
* Resignation letter
* Thank you note
* Recommendation letter
* Business letter
* Complaint letter
* Motivation letter
* Sales letter
* introductory letter
* Apology letter
The 7 strategies
Here are some practical tips and strategies for writing letters
to help you write the next letter:
1. Keep it short and to the point
Letters with business (personal or business) reference should be
concise, factual and focused. Never try to cross a page
Otherwise, you risk losing your reader. A typical one
The cover page contains 350 to 450 words. If you can not get it
Your argument with so many words that you probably do not have
done enough preliminary work. Call them if necessary
Receiver on the phone to clear all the blurry points and then
Use the letter only to summarize the overall situation.
2. Make it clear, precise and logical
Make a short point form before sitting down to write
Outlines of the matters you need to deal with in the letter.
Organize these points in a logical sequence that you have
can use as your guide as you write the letter. The logical one
Blocks of the letter should be: 1. Introduction / purpose,
Background / explanation, summary / conclusion, need for action
Statement. Use this outline process to yours
Approach and eliminate your thoughts, and unnecessary
Repetition or redundancy.
3. Focus on the needs of the recipient
Concentrate on the information when writing the letter
Requirements of your audience, the intended addressee. If
You can imagine in your “mind’s eye” what is intended
The receiver sits across from you at a desk or meeting table
while you explain the topic of the letter. What
Important information that this person needs to know
this message? What will their expectations be, if
You open the letter? Have you addressed all these issues?
4. Use a simple and appropriate language
Your letter should use a simple, straightforward language
Clarity and precision. Use short sentences and do not allow it
Paragraphs exceed three or four sentences. As much as
If possible, use the language and terminology that you are familiar with
provided receiver. Do not use technical terms and acronyms
without explaining them, unless you are sure that
The addressee is familiar with them.
5. Use short sentences and paragraphs
Keep your sentences as short as possible and break the text
in short paragraphs. Ideally, a paragraph should not
exceed two to three sentences. This will do the letter
easier to read, which entices the recipient to do so
Read it sooner rather than later.
6. Review and revise
Make a first draft and review and revise it carefully.
Put yourself in the place of the addressee. Imagine
Receiving the letter. How would you react? Would it
Do you answer all your questions? Is it all about
Key problems? Are the language and sound appropriate? Sometimes
Reading aloud can help. If you
actually hear the words “it’s easy to say if it sounds”
right or wrong.
7. Check the spelling and the grammar
A letter is a direct reflection of the person sending it,
and in a broader sense the organization for which this person works.
Make sure the final content of the letter is set
that you run it through a spelling and grammar checker. To
Send a letter with obvious spelling and grammatical errors
is sloppy and unprofessional. In such cases the recipient
can not really be blamed for pointing this out
how you (and / or your organization) are likely to do most of the others
The above basic strategies and tips for writing letters are
mostly common sense. Nevertheless one would be surprised how
Often these very basic “rules of thumb” are not applied
when people write letters.
© 2005 by Shaun Fawcett