Documents that are written well, easy to understand, and keep to the point are composed by people who have clarified their thoughts before writing. Make your letters effective by thinking before you write, and always writing what you think.
- Visualize the reader when you are writing a letter or report.
- Delegate writing routine replies to an assistant.
- Avoid using complicated, unusual words or abstract terms – they may obscure your meaning.
- Order your thoughts – even making notes – before you start writing a letter.
PRODUCING A PERFECT LETTER:
Plan what you want to say in your letter.
Write a whole letter without pause.
Reread the letter when you have finished.
Edit the letter by cutting ruthlessly.
Check spelling and punctuation, then send.
STRUCTURING THE LETTERS:
- Attract the attention of the reader by stating why you are writing. Use humour if appropriate;
- Engage the reader’s interest by arousing his or her curiosity about what you are saying.
- Provoke desire in the reader by making your proposal or product sound attractive;
- Convince the reader that your letter rings true by supplying references or guarantees;
- Stimulate action on the part of the reader by explaining what you expect him or her to do.