Effective Letter Writing

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• Letters
- Formal vs Informal

• Skills
- Reading

- Writing

- Punctuations

- Grammar

How many times have you received a letter that was upbeat and direct or a memo that compels you to take action immediately?

Writing is not a talent that a few people are born with. It’s a matter of learning a set of skills that will be useful to you everyday for the rest of your life. This course will provide you with tools and strategies to write clearly, efficiently and powerfully.


The average business professional spends 3 hours and 47 minutes a day on written communication.

Business readers are impatient. Since they generally have to read a lot of material in a given day, they don’t like to sift through excess verbiage and lengthy discourses. They want rapid access to the information contained in the correspondence that is sent to them.

Business readers ask two questions when they pick up a letter addressed to them. - what is this about
- what (if anything) do I need to do.

Good business writing is clear and lean both suited to its purpose as well as economic in its use of words.


• Considerations

- Who is the letter to?

- Why are we sending this letter?

- What Style should this letter take?

- What should be the outcome?

- What presentation should it have?


- Prepare † plan † draft † edit † proof

- Layout † salutation † opening † ending † confidential

- Scenarios & exercises

- Sales


- Breakdown writer’s fear and get the job done
- Convey a sense of confidence and professionalism
- Organize your writing so that it flows logically
- Develop a “Call to action” message that gets results. - Develop written communication that is clear and concise.

Good writing is an essential skill because business does business in writing. Those who write will do well in business

1- Planning the document † determining the documents purpose (informative or persuasive) and analyzing the potential reader.

2- Brainstorming the document contents † recording thoughts quickly without judgment and seeking a quantity of ideas.

3- Stating the main point early in the document defying document purpose and subordinating references to previous documents meetings and conversation.

4- Organizing the document logically and visibly † basing that organization on the documents purpose and the reader’s needs and using emphasis techniques to highlight key concepts.

5- Ending and summing the documentary a systematic review process to ensure organizational clearly content accuracy and grammatical correctness.

When writers constantly employ these principal of effective business writing their readers understand clearly why the letters were written and what should be done after reading them.


To Begin with
1. Start from the End
Decide what the result of your letter ought to be. List things you would like to say and review them. Remove those not supporting the main idea. Good letters have a strong sense of purpose.

2. Get to the point early
Don’t delay. You should state your main cause in the first paragraph

3. Put yourself in your readers place
If the letter came to you, how would you respond? Be pleasant; try to turn negative statements into positive ones.

4. Say it plainly
Phrases like “in compliance with your request” and...
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