Introduce the Purpose
You can also introduce the purpose by, for example, saying you hope to see them soon,
or thank them for a recent meeting.
Don't overdo this. Use it solely as an introduction, and then move
into the main pitch.
But, there are exceptions...
Sometimes you don’t have to include the purpose in the first paragraph.
Examples of this are:
- Good news letters (and bad new letters) and
- When requesting something that might have a negative reaction. For
example, when asking for a raise you should highlight your accomplishments first and then
explain the reasons why you deserve the raise.
Writing the Main Section
This section discusses all the essential points in the letter. The Who, What, Why,
Where and How.
Write this from the reader's perspective; address their specific needs and
requirements. Try to anticipate their questions and don’t stray outside the scope of
the letter.
Summing Up the Letter
The last paragraph contains the outcome. It tells the reader:
- What to do next (e.g. go online to download free software) or
- What to expect. e.g. "I’ll call to discuss the software next week."
Keep your sentences and paragraphs short, and keep the letter's lenght to one page if
possible.
P.S.
Research shows that brief letters are read first and responded to the quickest. |
