7 Essential Strategies
Letter writing is the primary writing-related subject that prompted me to start my network of writing help websites many years ago. It turns out that I definitely chose the right subject, because that's the number one writing issue that most people need assistance with in their daily personal and business lives.
This has been confirmed thousands of times over the years by the feedback that I have received from visitors to my writinghelp-central.com website. As a result, I have no doubts that letter writing is definitely the area where most people are looking for help and/or guidance when it comes to day-to-day writing.
In fact, over 55% of the visitors to my site are seeking some sort of letter writing information or assistance. The following lists the types of letters that people request information on, in
order of popularity:
thank you letter
THE 7 STRATEGIES
Here are a few practical letter-writing tips and strategies to help you when
writing that next letter:
Keep It Short And To The Point
Letters involving business (personal or corporate) should be
concise, factual, and focused. Try to never exceed one page
or you will be at risk of losing your reader. A typical letter
page will hold 350 to 450 words. If you can't get your point
across with that many words you probably haven't done enough
preparatory work. If necessary, call the recipient on the
phone to clarify any fuzzy points and then use the letter
just to summarize the overall situation.
Make It Clear, Concise, And Logical
Before sitting down to write, make a brief point-form outline
of the matters you need to cover in the letter. Organize those
points into a logical progression that you can use as your
guide as you write the letter. The logical blocks of the letter
should be: 1. introduction/purpose, background/explanation,
summary/conclusion, action required statement. Use this outline
process to organize your approach and your thoughts, and to
eliminate any unnecessary repetition or redundancy.
Focus On The Recipient's Needs
While writing the letter, focus on the information requirements
of your audience, the intended addressee. If you can, in your
"mind's eye", imagine the intended recipient seated across a
desk or boardroom table from you while you are explaining the
subject of the letter. What essential information does that
person need to know through this communication? What will be
their expectations when they open the letter? Have you addressed
all of these issues?
Use Simple And Appropriate Language
Your letter should use simple straightforward language, for
clarity and precision. Use short sentences and don't let
paragraphs exceed three or four sentences. As much as possible,
use language and terminology familiar to the intended recipient.
Do not use technical terms and acronyms without explaining them,
unless you are certain that the addressee is familiar with them.
Use Short Sentences And Paragraphs
Keep your sentences as short as possible, and break the text
up into brief paragraphs. Ideally, a paragraph should not
exceed two to three sentences. This will make the letter more
easily readable, which will entice the recipient to read it
sooner, rather than later.
Review And Revise It
Do a first draft, and then carefully review and revise it. Put
yourself in the place of the addressee. Imagine yourself
receiving the letter. How would you react to it? Would it
answer all of your questions? Does it deal with all of the key
issues? Are the language and tone appropriate? Sometimes
reading it out loud to one's self can help. When you actually
"hear" the words it is easy to tell if it "sounds" right or not.
Double Check Spelling And Grammar
A letter is a direct reflection of the person sending it, and
by extension, the organization that person works for. When the
final content of the letter is settled, make sure 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't really be
blamed for seeing this as an indication as to how you (and/or
your organization) probably do most other things.
The foregoing basic letter writing strategies and tips are
mostly common sense. Nevertheless, you would be amazed how
often these very basic "rules of thumb" are not employed when
people write letters.
You can get the ultimate letter writing Kit at: InstantLetterWritingKit.com
(C) Shaun Fawcett is webmaster of the popular www.WritingHelp-Central.com. He is author of several best selling "writing toolkit" books and eBooks. His world famous f-r-e-e Writing Courses are available at:
Copyright © writinghelp-central.com. All
[MLA] [Writing] [About] [Contact]