Writing is one of the most important forms of communication and it is important to develop good writing skills for business as well as personal needs. A well thought out and written letter presents a good impression about the writer. It is no secret that good letters produce better results, while poor letters fail. Here are some tips on how to make letter writing a productive and useful venture for you.
Define your purpose
Prior to drafting a letter, determine the subject matter of the letter and the goal you need to achieve from writing it. Make short points about the issue or issues that need to be addressed in the letter.
Be Short and Simple
Whatever the purpose of the letter, make sure you get to the point quickly. Moreover, keep it as short as possible. Now this holds good if you are selling, promoting, or making a proposal. Get to the main issue as soon as possible, and avoid a lengthy introduction. In this day and age, no one has the time or the inclination to read lengthy essays. Moreover, lengthy paragraphs can distract and confuse a reader. However, you may be excused if it is a personal letter, since it would be entirely up to you how you put your point across.
Strong Language and Vocabulary
Remember your target audience and use vocabulary that users in that group are familiar with. There is a vast difference between writing for a teenage audience and a senior citizens group. Limit your vocabulary to the particular age group.
Avoid Mistakes
People are experts at finding out mistakes especially when reading. Moreover, grammatical errors do not speak well of a person and makes one come across as being unprofessional. It does irritate some people and indicates a lack of ethics. Most of us are aware of the difference between American and UK English. Therefore, make sure your letter uses the appropriate grammar according to your audience.
Use Short Sentences
Use short sentences so that they retain their clarity and meaning. Lengthy sentences will only make the reader confused and having to go back to the beginning all over again.
Write As You Speak
We need to admit that not all of us can be expert writers. Therefore, the easiest way to put something across is to write in the same manner you would speak. Avoid figures of speech that are outdated. Words such as "undersigned" and "aforementioned" are not frequently used any more. Make sure to write in a style agreeable with the target audience.
Avoid Jargon and Acronyms
Writing something off the subject will only turn a reader away. Don't use acronyms unless you give the full form. Technical terms can also be avoided unless they are an essential part of the letter.
Adopt a Clear Layout
The layout of the letter must be consistent. Make sure that any apostrophes in a word are repeated throughout in the same manner. Each paragraph must have uniform indents if required, or they can be left without indentation,
Uniform Format
A letter must have an introduction, body, and a conclusion. The first paragraph should introduce the subject matter. The body must cover the main intention of the letter with arguments and facts and can be one or more paragraphs. Leave the final paragraph to conclude your letter. The conclusion should leave readers with no doubt about what they have read.
Be Courteous
This is the key to even writing a letter that is primarily a complaint. Courtesy is always valued, and trust me, the results will always be positive.
Writing is not skill that many of us are born with. However, taking note of these tips will help make the process of writing a letter a bit easier.
