Writing a letter

Obviously writing a letter varies, depending on what you are trying to achieve. See fact sheets on copywriting, direct mail etc.

There are however some basic rules:

Be very clear about what you want the person to do once they have read the letter. It is very annoying to receive a letter that doesn't give a clear indication about what is demanded of the reader.
Make sure you understand the person who will be reading the letter, try and do some research and find out about them. This will help you to find out what will make them respond to you.
Write in your own style. Don't be afraid to write the way you want to. Personality counts. It is recommended to always sign letters 'kindest regards' because 'yours sincerely' is too formal. This is not suggesting you would use the same finishing touch to your letter, but you may think about what style you wish to write in.
Make sure that the information is clear. Make sure that your greeting is friendly if you know the person or formal if you don't.

If you are unsure of what to write, give yourself enough time to produce several drafts and ask colleagues for their opinion (although bear in mind everyone has their own way of doing things so make sure you pick someone who understands your own style). Writing drafts cleans the letter up as you go along and the end result will be a good piece of communicative writing.

One other point worth mentioning is replying to complaint letters, and yes, we all get them.
Try one of the following:

A telephone call. Although this is time consuming and not necessarily the way we all want to confront the situation, an explanation or an apology for an individual can solve the situation immediately and will get it off your desk immediately.
A hand written note shows you have taken time to look at the complaint.
Be truthful. Often complaints are because of workloads within the office. For instance you may have an enormous order for Christmas that was unexpected. Try and make your note accepting of the complaint but if there is a genuine reason for why it is happening explain that reason.

There are some basic rules

Be very clear about what you want the person to do once they have read the letter. It is very annoying to receive a letter that doesn't give a clear indication about what is demanded of the reader.
Make sure you understand the person who will be reading the letter, try and do some research. This will help you to find out what will make them respond to you.
Write in your own style. Don't be afraid to write the way you want to. Personality counts.

Other fact sheets in Personal development
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