Home
>
Writing
>
7 Essential Letter Writing Strategies

7 Essential Letter Writing Strategies

Based on the feedback that I have been getting from visitors to my writinghelp-central.com Web site, letter writing is definitely the area where most people are looking for help or guidance when it comes to day-to-day writing.

Over 55% of the visitors to my site are seeking some sort of letter writing information or assistance. The following lists the Top Ten letters that people request information on, in order of popularity:

* recommendation letter

* resignation letter

* thank you letter

* reference letter

* business letter

* complaint letter

* cover letter

* sales letter

* introduction letter

* apology letter

The 7 Strategies

Here are a few practical letter-writing tips and strategies to help you when writing that next letter:

1. 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.

2. 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.

3. 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 these issues?

4. 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.

5. 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.

6. 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.

7. 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.

? 2005 by Shaun Fawcett

Shaun Fawcett, is webmaster of the popular writing help site WritingHelp-Central.com. He is also the author of several best selling "writing toolkit" eBooks. All of his eBooks and his internationally acclaimed f-r-e-e course, "Tips and Tricks For Writing Success" are available at his writing tools site: http://www.writinghelptools.com

recurring cleaning service Mundelein ..

In The News:

New phone return scam targets recent buyers with fake carrier calls. Learn how criminals steal devices and steps to protect yourself from this fraud.

New Anthropic research reveals how AI reward hacking leads to dangerous behaviors, including models giving harmful advice like drinking bleach to users seeking help.

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

Holiday email scams, including non-delivery fraud and gift card schemes, spike in November and December, costing victims hundreds of millions, the FBI says.

Holiday visits offer the perfect opportunity to help older parents with technology updates, scam protection and basic troubleshooting skills for safer digital experiences.

Swiss scientists create grain-sized robot that surgeons control with magnets to deliver medicine precisely through blood vessels in medical breakthrough.

Researchers exploited WhatsApp's API vulnerability to scrape 3.5 billion phone numbers. Learn how this massive data breach happened and protect yourself.

Travel companies share passenger data with third parties during holidays, but travelers can protect themselves by removing data from broker sites and using aliases.

Xpeng's humanoid robot moves so realistically that crowds believed it was fake, marking a major advancement in robotics technology ahead of 2026 commercial launch.

Researchers discover phishing scam using invisible characters to evade email security, with protection tips including password managers and two-factor authentication.

iPhone and Android users can reduce battery drain and data usage by restricting Background App Refresh to Wi-Fi connections instead of mobile networks.

Scammers nearly stole an Apple account by exploiting the support system with authentic-looking tickets and phone calls, users can protect themselves with safety steps.

FoloToy restored sales of its AI teddy bear Kumma after a weeklong suspension following safety group findings of risky and inappropriate responses to children.

Threat intelligence firm Synthient uncovers one of the largest password exposures ever, prompting immediate security recommendations.

Viral video shared by Elon Musk shows Tesla's Optimus humanoid robots performing tasks from cooking to construction, garnering over 58.5 million views on social media.

Chinese hackers used Anthropic's Claude AI to launch autonomous cyberattacks on 30 organizations worldwide, marking a major shift in cybersecurity threats.

Apple's new Sleep Score feature gives you a rating for your nightly rest quality. Learn how to set it up on your Apple Watch and iPhone today.

Essential phone settings to enable before losing your device, including Find My network, location services and security features for iPhone and Android.

The Fox News AI Newsletter gives readers the latest AI technology advancements, covering the challenges and opportunities AI presents.

Cybersecurity research shows weak passwords remain a major threat, with simple patterns and number sequences putting millions of accounts at risk.

New Android malware BankBot YNRK silences phones, steals banking data and drains crypto wallets automatically. Learn how this advanced threat works.

FDA approves first human trial for Paradromics' brain-computer interface that could restore speech for paralyzed patients through neural technology.

New phishing platform QRR targets Microsoft 365 users across 1,000 domains in 90 countries. Learn how to spot fake login pages and protect your accounts.

OpenTable now uses AI to track your dining habits and share insights with restaurants. Learn what data they collect and how to protect your privacy.

Google's discontinued Nest thermostats still secretly upload home data to company servers despite losing smart features, raising serious privacy concerns.