Basic Principles for Writing Letters

Business Communication and Report Writing

Determine what you are trying to do with your letter. Do you want to make a sale? Set a date? Thank someone for a gift? Arrange for an interview? Are you responding to someone’s

letter? If so, what points do you need to

answer.

Outlines

Outline the main points and collect any data you may need before you begin writing.

List main points Collect

supporting data—before you begin to write.

Use the person’s name

If you are writing a letter, use the person’s name.

Do whatever is necessary to get the correct spelling.

Avoid beginning a letter with “Dear Sir” or “Dear Madam.”

Keep it free of jargon

Write directly to the reader in order to make your documents easy to read.

Do not use technical words that are unfamiliar to the reader.

Sentence Length

Sentences more than 20 words long are probably too wordy.

If your document sounds choppy, you may need to combine several sentences.

Count the words in your sentences.

Use action words

Nouns and action verbs express your thoughts in an interesting manner.

Avoid writing in the passive voice. Stay away from “flowery” adjectives.

Conversational Tone

Write in a natural, conversational tone.

Avoid outdated phrases. You would never say “Please be

advised I am about to give you a glass of milk.”

You would simply say, “Here’s your milk.”

Be as brief as possible.

But, be sure the message is complete.

Rarely should a letter or memo exceed one page.

A short letter is not necessarily a good letter.

If you omit details or leave out words of goodwill in order to be brief, you have defeated your purpose.

Editing

Good writers edit very carefully, omitting any words that are necessary to the completeness or courtesy of the document.

They always check to be sure that all needed information has been furnished.

Paragraphs

Most paragraphs should be no more than four or five sentences.

Long paragraphs are discouraging, and may cause the reader to put the document aside.

Be aware of negative words.

Readers can be turned off very easily if your words are insulting.

Here are some negative phrases to avoid: You say You claimed Apparently, you don’t realize You forgot to You delayed

Be sure your letter is…

Tactful Polite Positive

Make your letters look appealing.

Letters have two main purposes. 1. To inform the reader 2. To impart a positive image of the

writer. Remember! Every letter you

write helps form an image of you and your ability.

Professional Touch

You might… Underline Use CAPITALS and different type

styles Indent to highlight important

information

A letter should…

A letter should always be typed, unless it is a personal note.

The margins should be neat and form a “picture frame” effect.

Proofread your letters carefully.

Your letters should be perfect. There should be no misspelled

words. There should be no typing errors. There should be no grammatical

errors.